Learning & Development Event Coordinator

Location:

New Windsor, NY

Pay Range: $24.03-$26.44 per hour

Hours:

40 hours per week. Flexibility required based on agency needs.

The L & D Event Coordinator provides administrative, logistical, and on-site support for learning, community, and professional development events being hosted at our locations, which advance the mission of the Access:
Center of Excellence (A:CE). Working under the direction of the L & D Director, the Coordinator assists with event timelines, records, communications, materials, vendor coordination, and follow-up activities.

The L & D Event Coordinator supports the preparation and delivery of internal or third-party A:

CE hosted events. The position maintains accurate event coordination details, assists with attendee and communication, and helps ensure that tasks are completed on schedule and in accordance with A:

CE operation procedures.

The L & D Event Coordinator works in close partnership with the Learning & Development Team to support the effective delivery of onboarding, training, and organization-wide learning initiatives. When applicable, the L & D Event Coordinator provides logistical and administrative support by coordinating schedules, rooms, technology, materials, refreshments, vendor arrangements, participant communications, registration, attendance tracking, and on-site event needs. The L & D Event Coordinator will also be cross-trained to collaborate with the Team to support curriculum development, facilitation, stakeholder engagement, eLearning resources, and Learning Management System administration while ensuring that learning events are organized, accessible, and delivered smoothly across the network.

• Coordinates administrative and logistical details for professional, community, development, onboarding, and training events hosted at A:
  
  CE and other designated locations.
• Maintains event calendars, workplans, timelines, checklists, contact lists, registration records, and shared files; monitors assigned deadlines and follows up with responsible parties.
• Coordinates event scheduling and space reservations, including room assignments, layouts, capacity requirements, accessibility considerations, and setup and breakdown needs.
• Coordinates technology and audiovisual requirements for in-person, virtual, and hybrid events; conducts routine checks and engages appropriate technical support when needed.
• Prepares, organizes, and distributes event and training materials, including agendas, handouts, presentations, signage, name badges, certificates, evaluations, and participant resources.
• Coordinates approved arrangements with caterers, venues, facilitators, speakers, printers, rental companies, and other vendors; obtains quotes and confirms delivery details under the direction of the L & D Director.
• Prepares purchase requests, invoices, payment documentation, and expense records for review and approval and assists with tracking event-related expenditures.
• Creates and sends approved invitations, confirmations, reminders, directions, and follow-up communications to participants, presenters, vendors, and other stakeholders.
• Manages participant registration, waitlists, cancellations, attendance records, sign-in processes, and routine event inquiries; escalates exceptions or concerns as appropriate.
• Provides day-of-event support, including room setup, registration, presenter and participant assistance, materials distribution, refreshments, schedule monitoring, troubleshooting, and breakdown.
• Assists facilitators, presenters, program leaders, and other stakeholders with scheduling, session preparation, resource requests, and event-day needs.
• Maintains accurate event coordination information in designated systems and prepares routine attendance, participation, expense, and event activity reports.
• Collects participant evaluations and stakeholder feedback, compiles results, and documents operational opportunities for future events.
• Completes post-event activities, including acknowledgements, record updates, supply returns, invoice follow-up, file organization, and archiving of final materials.
• Maintains event supplies, equipment, inventories, and storage areas and identifies replenishment or maintenance needs.
• Represents A:
  
  CE and the organization professionally when interacting with employees, community members, program partners, presenters, vendors, and guests.
• Safeguards confidential participant, employee, third-party payment, and organizational information and…