Program Support Coordinator

@ California Police Chiefs Association

Overview

The Program Support Coordinator is responsible for coordinating internal and external stakeholders including committees, members, instructors, presenters, and attendees for various events. This position manages event registration, attendee engagement, logistics, documentation, and communication while handling event-related accommodations, awards, and recognition programs.

Key Responsibilities & Roles

Event/Program Registration & Attendee Coordination:

• Oversee and manage registration platforms with accurate data entry.
• Process event waitlists and manage communication regarding available spaces.
• Address inquiries and troubleshoot registration system issues.
• Support onsite registration including check-in and badge printing.

Financial & Refund Processing: Assist with registration adjustments and process credit card refunds for cancellations or modifications.

Committee Responsibilities:

• Schedule and coordinate committee meetings.
• Prepare agendas and distribute supporting documents.
• Record meeting minutes and maintain updated committee records.
• Manage logistics including accommodations and venue details.

Member Responsibilities:

• Oversee awards and recognition programs and coordinate with award recipients.
• Order and ship awards and plaques on time.
• Manage hotel room blocks and assist in scheduling all-member calls.

Badge & Credentialing Logistics: Coordinate on-site check-in and badge printing for event participants.

Facilitator/Instructor/Presenter Coordination (All Events):

• Act as primary contact for facilitators and presenters.
• Provide event schedules, session times, and logistics details.
• Coordinate travel, lodging, and onsite accommodations as needed.
• Manage communication and printing of essential event materials.

Conference Event App Management: Maintain the event app, ensure accurate data and provide technical support.

Continuing Education & Certification Processing: Enter POST credits post-event for proper accreditation.

Qualifications & Skills

• Strong project management and multitasking abilities.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office and event registration platforms.
• Ability to work in a fast-paced, deadline-driven environment.
• Strong problem-solving skills and adaptability.
• Willingness to travel and work extended hours during events.
• Physical ability to lift up to 30 pounds.

Benefits & Time Off

• Vacation Leave accrued after 30 days; credited semi-monthly.
• Accrued Sick Leave from day one, up to 96 hours.
• Standard work week of four 10-hour days (Mon-Thu) with Fridays off.
• Comprehensive benefits including medical, dental, vision, and a 401(k) retirement plan.

Key skills/competency

• Event Coordination
• Registration Management
• Committee Collaboration
• Logistics
• Communication
• Problem Solving
• Microsoft Office
• Customer Service
• Technical Support
• Documentation