Events Administrator

Summary about this job

Detail information about job Events Administrator. Terms and conditions vacancy

The Australian Psychological Society (APS) is a leading source of psychological knowledge in Australia and the premier professional organisation for psychologists.  The APS has over 24,000 members and works to provide services to meet members’ diverse professional needs, advance the discipline and profession of psychology and contribute psychological knowledge for enhancement of community wellbeing.

Do you have flair and an eye for detail in organising events? We are looking for an Events Expert to join our team on a 3 month temporary basis.

The APS Events Team is responsible for all the event administration for the Society’s large conferences.  With a large conference taking place in September, We are looking for additional event support. If delegate registration management, conference app building, agenda and program management are your thing, we would love to hear from you.

Work in the heart of Melbourne CBD’s within a passionate, friendly events team.

Applications close Friday 13 July 2018

Please forward applications to [email protected] addressing the selection criteria together with your resume. 

Position description:

1.    Organisational Objectives

The mission of the APS is to advance the discipline and profession of psychology for the benefit of its members and the communities they serve.

The Organisational Strategic Objectives for the APS are specified in the 2015 – 2017 Strategic Plan are:

• Foster a collaborative approach to issues among APS members and the psychology community that grows the influence of psychology collectively, while valuing and promoting the diversity;
• Enhance the value of APS membership;
• Ensure the APS is the voice of psychology in Australia;
• Foster and promote the knowledge base of the discipline and the profession of psychology; and
• Promote the value of APS psychologists to the community.

2.    Position in context

The Events Administrator reports to the Manager Events and will be primarily responsible for assisting the team in the planning and coordination of Conferences and CPD events.  The Events Team sits within the Science, Education and Career Development Portfolio which also includes the APS Institute Team and the Science Team. 

3.    Key Responsibilities

As a member of the Events Team, the Events Administrator will work closely with all members of the team and the wider Science, Education and Career Development Portfolio to assist in the organisation of APS professional development workshops, seminars and conferences, by undertaking various tasks:

Customer Relations:

• Respond to enquiries (email and telephone) from members and others regarding conferences and events on offer.
• Organise and send delegate correspondence throughout the registration process and post event.
• Maintain relationships with key contacts including conference committee members, presenters, sponsors, exhibitors, student volunteers, venue staff and other suppliers as required.

Conference and Program Planning:

• Provide assistance with secretarial duties for conference committee meetings.
• Collate evaluation survey data as required.
• Assist other team members with the coordination of venues and supplier correspondence and updates to event orders, and venue sourcing.
• Assist with the preparation of nametags for registrants along with workshop, conference and event registration lists.

Online Event Marketing & Communication:

• Maintain online event finder listings, website and apps with all relevant conference and events information.

On site Event Coordination:

• Attend conferences and events as required to help assist the wider team with all onsite duties including registration desk administration, onsite program administration, student volunteers, social events and liaison with the venue with regard to logistical event planning as required.

Data & Financial Administration

• Maintain Conference and Events databases using EventsAIR and Pivotal software.
• Process and record registrations, lodging payments received and process refunds.
• Chase outstanding payments for delegate, sponsor, exhibitors and advertisers.

General

• Provide other reasonable administrative support as required to the wider team
• Participate as an active team member carrying out duties as per the agreed service standards.

4.  Key Contacts

Internal

• The Science, Education & Career Development Team
• Internal APS Staff from National Office

External

• APS members, including Conference Committee members
• Venues and Suppliers
• Other external stakeholders as required

5.  Required skills and attributes (selection criteria)

Qualifications, Technical Knowledge, Experience

• Solid experience in end to end event management encompassing all facets of conference and event management is essential.
• Experience working with a professional conference organiser, event management company or within a large membership association / society in an event capacity. 
• Experience with EventsAir or similar online registration / event management software is essential.
• Must have advanced computer skills (Word, Excel, PowerPoint, Outlook).
• Experience in membership database software is highly desirable.

Personal Attributes

• Ability to multitask and excellent organisation/time management skills.
• Ability to work collaboratively with staff both within and across teams. 
• Attention to detail.
• Results driven approach while striving to maintain and enhance working relationships. 
• Ability to use initiative and work autonomously.
• Strong oral and written communication skills.
• Ability work to deadlines, some after-hours work may be required (time in lieu will be given for approved work undertaken at weekends)