The Association for association professionals in Chicagoland

POSITION SUMMARY 

The Program Manager is responsible for providing support to the association’s substantive law sections, career divisions, and Professional Development Committee. These substantive law sections and career divisions represent members in special areas of practice or unique demographics, and each is led by a group of volunteers. The Program Manager has shared responsibility for the planning and execution of the association’s national conferences and Section and Division activities. The Program Manager also provides direct assistance for the association’s FBA Annual Meeting and Convention and Leadership Summit. The Program Manager supports the Senior Director of Professional Development and is a member of the Professional Development Team. 

ESSENTIAL DUTIES AND RESPONSIBILITIES 

• Manage logistics for in person, virtual, or hybrid Section and Division programming and national conferences, including but not limited to, planning schedules; venue specifications; catering and audiovisual; room blocks; registration setup; onsite materials; event shipments; speaker coordination; promotional materials; sponsorship deliverables; CLE materials; and tracking program history. 

• Provide administrative support for Section and Division activities, including but not limited to, scheduling and staffing conference calls; maintaining webpages; coordinating content and distribution of publications; circulating membership communications and administering communities; maintaining leadership rosters; updating leadership resource materials; administering elections; and processing reimbursements.  

• Provide administrative support for the Professional Development Committee and its programming, including but not limited to, scheduling and staffing conference calls; registration set up; speaker coordination; and promotional materials. 

• Manage event activity within the association’s database, including but not limited to, event configuration; processing registration and sponsorship transactions; generating and distributing invoices; assisting with payment application; and timely data entry. 

• Manage budget development, financial reconciliation, reimbursements, and forecasting for national conferences and sections and divisions, including distribution of sections and divisions quarterly activity statements. 

• Manage onsite management of national conferences and Section and Division events and assist with registration procedures including setup, tear down, lifting materials, organizing and packing items for shipment and oversee onsite volunteers and temporary staff when applicable.  

• Write Section and Division-related items for the e-newsletter and other communication channels and serve as a liaison to the Marketing and Communications Department for the creation of newsletters, brochures, and flyers. 

• Manage Meetings inbox and voicemails, providing timely customer support, escalating issues as appropriate, and ensuring consistent follow up across the Professional Development team. 

• Work with the Senior Director of Professional Development to develop budgets for each Section and Division and respective national conferences in conjunction with the FBA’s budget 

• Assist with site selection research and provide recommendations to the Senior Director of Professional Development regarding locations for national conferences and meetings. 

• Review contracts and work with the Senior Director of Professional Development to negotiate the best possible terms and appropriate contract clauses. 

• Keep abreast of trends and best practices regarding event execution, marketing, and attendance trends. 

• Periodic travel required by air, rail or automobile, whichever suits the needs of the association. 

The qualifications and skills required for this position are as follows: 

• Bachelor’s degree preferred  

• Five (5) years of meeting planning and volunteer management experience 

• WordPress experience desired; Rhythm AMS experience a plus. 

• Attention to detail 

• Ability to multi-task 

• Proficient in Microsoft Office suite, Zoom, Adobe Acrobat 

• Excellent interpersonal skills and written/oral communication skills  

• Commitment to excellent customer/member service 

• Strong organizational skills 

• Self-motivation and flexibility 

• The ability to work in a “team” environment across departmental groups as well as autonomously 

• Must be able to travel and work occasional weekends to attend events and other off-site functions when applicable 

• Ability to lift at least 25 pounds 

About The Federal Bar Association

The mission of the Federal Bar Association is to strengthen the federal legal system and administration of justice by serving the interests and the needs of the federal practitioner, both public and private, the federal judiciary and the public they serve. The Federal Bar Association is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

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