Event Technology Specialist - Now Hiring

The Event Technology Specialist provides beginning to end system administration and application support for NAFSA’s event technology platforms used to conduct both virtual and in-person events. Currently, these platforms include Maritz DecisionPoint, cadmiumCD, Cvent, Zoom, and a number of supporting tools. The Event Technology Specialist works closely with both internal and external partners to provide support and develop best practices that ensure efficiency, precision, and continued development and success of the association’s event technology processes. 

Major Functions and Responsibilities  

Systems Administration, Application Support  and Implementation (40%)

• Lead annual systems setup for regional conferences; support the implementation of new features for the annual conference event technology team. 
• Make modifications to process workflows, optimize user experience and   backend data capture protocols in business information systems.
• Prepare and deliver reports, recommendations, or alternatives that address existing and potential trouble areas for event technology needs across the organization.
• Together with the Event Technology Manager, maintain detailed timelines for all areas related to annual conference and regional events and closely monitor progress in each of the specialties.
• Play key support role in NAFSA event technology planning team for annual and regional events.
• Collaborate with regional teams in their setup and   implementation of regional conference program submissions, event   registrations, and expo sales.
• Ensure compatibility and interoperability of event and   in-house computing systems. 

Documentation and Training (20%) 

• Develop and maintain current documentation on all supported systems to support knowledge transfer across the team and   the organization. 
• Assist team members in formulating and conducting training sessions and teaching materials for propagating enterprise software applications knowledge throughout the organization.
• Develop and maintain training materials for regional team leaders.
• Coordinate and perform in-depth testing, including end-user reviews, for modified and new systems, and provide post-implementation support. 
• Provide orientation and training to end users for all modified and new systems. 
• Provide guidance and/or instruction to new staff members and regional leaders.

Strategy and Planning (20%) 

• Meet with decision makers, systems owners, and end users to help define business, financial, and operations requirements and systems goals, and identify and resolve systems issues. 
• Lead sessions to review and revise system functionality to best meet NAFSA’s specific events requirement, in consultation with stakeholders. 
• Review and analyze the effectiveness and efficiency of the systems. 
• Develop strategies for improving or further leveraging these systems. 
• Keep abreast of new features and enhancements and determine usefulness to NAFSA’s business practices.
• Work to continually improve and streamline user experience and staff efficiency.
• Determine best practices in working with regional teams to use the technology in place, proactively mitigate issues and minimize workload on volunteer leaders. 

Vendor Management (15%) 

• Convey NAFSA’s strategic and operational needs to the vendors; translate those needs into appropriate scopes of work, timelines, work plans, and budgets, in consultation with the Senior Director, Technology. 
• Serve as the primary interface between NAFSA staff and vendors on problem identification and resolution.
• Work closely with vendors in evaluating work process, developing timelines and milestones and holding vendors accountable for success of NAFSA’s implementation. 

Other Duties as Assigned (5%)

• Associate’s degree in information technology or related field, or equivalent combination of education and experience.  
• Minimum of two (2) years of experience servicing an IT Help or Service Desk, or hands-on experience providing end-user support for web-based applications.
• Demonstrated experience in effectively supporting end-users of web-based software applications.
• Ability to present ideas with technical language to non-technical audiences as well as the capacity for translating requirements from business owners and customers into technical specifications.
• Proven ability to use, teach, and troubleshoot a variety of software applications.
• A continuous improvement mindset to proactively identify areas for optimization in processes and systems to implement enhancements that improve overall reliability and efficiency.
• Ability to master new systems quickly and to effectively research a wide range of issues when troubleshooting user issues.
• Effective and friendly communication skills with the ability to assist users of various skill levels and backgrounds.
• Effective team collaborator with excellent oral and written communication skills; at ease leading meetings and trainings.
• Demonstrated experience participating in project-based work structures, working on project teams, and managing tasks and timelines.
• Ability to prioritize and execute tasks under pressure. 

Preferred Qualifications 

•  Bachelor’s degree in a related field or equivalent combination of education and experience.
•  Experience with or related exposure to project management and vendor management.
• Experience with nonprofits, education, international education institutions, higher education, professional/trade associations, and/or volunteer management.
• Familiarity with cadmiumCD, Cvent, Zoom, Maritz strongly preferred.
• Basic understanding of business operations or ability to develop fundamental business process acumen.

Work Environment

The workday is generally 9:00 a.m. to 5:00 p.m. The week after Memorial Day to Labor Day, it is 8:30 a.m. to 5:30 p.m. Monday through Thursday and 9:00 a.m. to 12:00 p.m. on Friday.

Travel is required occasionally related to job responsibilities, especially for the annual conference or other leadership meetings. Participation in the NAFSA annual conference the week of Memorial Day, including the holiday itself, is a job requirement. The annual conference is held in varying cities. 

Tasks are performed in a typical office environment, involving sitting for extended periods of time. Sitting, standing, bending, and lifting 10lbs or less will occur intermittently throughout the workday. Position involves constant use of computer keyboard and monitor, with intermittent use of headset and microphone. 

Total Compensation, Benefits

The target salary for this full-time, 35-hour per week Event Technology Specialist position is $60,000.  Total compensation for employment at NAFSA entails a competitive employee benefits package including: 

• Competitively priced medical and dental insurance plans with CareFirst 
• 403(b) retirement plan with eligibility for up to 7% employer contribution
• Generous paid vacation, sick, personal, parental, and compassionate leave plans
• Paid days on and around federal holidays
• Fully paid group life and disability insurance coverage
• Health and dependent care flexible spending account plans
• Pre-tax parking and transportation plans
• Free onsite fitness center and secure bicycle parking

About NAFSA: Association of International Educators

NAFSA: Association of International Educators is an organization of people dedicated to building a global community and fostering a more peaceful world through advancing international higher education. With approximately 10,000 members, NAFSA is the world’s largest professional development and advocacy organization committed to international learning and creating a more globally engaged, welcoming, and educated United States.  

NAFSA believes that international education advances learning and scholarship, fosters understanding and respect among people of diverse backgrounds and perspectives, is essential for developing globally competent individuals, and builds leadership for the global community. We believe that international education lies at the core of an interconnected world characterized by peace, security, and well-being for all.

NAFSA is a workplace that not only appreciates diversity but believes it is our strength, and we strive to create an inclusive culture for all our team members. NAFSA is proud to be an Equal Opportunity Employer. Learn more about NAFSA at www.nafsa.org.  

Key Words: Event technology specialist

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