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Job Summary:
As a Salt Lake Chamber employee, the program coordinator helps accomplish the Women’s Business Center of Utah’s mission to assist women build confidence, create opportunities, and experience success in business ownership, by managing all aspects of women-focused group virtual and in-person entrepreneurial training and events for aspiring and established business owners targeted to the 15 upper counties in Utah. The program coordinator also provides supplemental support on select Salt Lake Chamber committees and events.
Key Responsibilities:
Event Planning
● With input from northern program and manager and business advising manager, develop a quarterly training schedule for virtual and in-person workshops, seminars, and classes
● Collaborate with the northern program manager to establish sponsorship packages and ensure sponsor benefits are fulfilled.
● Oversee all aspects of training event planning including event details, logistics, presenters, budget, agenda, communication and, where applicable, catering
● Manage online event registration and tracking using Neoserra CRM to ensure accurate attendance records and engagement metrics
● With guidance from northern program manager, prepare virtual and in-person multi-week classes cohorts including registration/application, instructor, subject matter experts, communication, access to digital resources, and all logistical aspects
● Create invoices, assist with processing payments and work with accounting department to resolve issues
● Make timely vendor deposits and payments vendor
● Assist with onsite and virtual event execution of collaborative community events with partners
● Maintain and utilize a current list of qualified, diverse speakers, presenters, instructors, emcees, collaborators, volunteers, and sponsors
Event Promotion
● Develop and continually improve a promotional plan for training events, including strategies for email, social media, WOM and promotional partners, with maximum reach to drive engagement registration and attendance
● Utilize WBCUtah designed templates and drop-in training information and images
● Using Mailchimp templates, create, finalize and send consistent event and timely monthly newsletter e-blasts to clients and newsletter distribution lists
● Coordinate with digital media specialists for social posts, reels and stories to effectively promote training and events
● Submit event information to strategic community calendar listings, including SBA’s Utah District Office online Upcoming Events
● Work with Salt Lake Chamber graphic designers to develop branding and promotional pieces for annual fundraiser using WBCUtah's brand guidelines
● Help plan, travel to and participate in outreach events, including collaborating with Online WBC chamber of commerce partners
Event Execution
● Prep for events by gathering/printing handouts, sign-in sheets, evaluations and presenter in-kind forms, branded collateral etc.
● Set up onsite training and events using branded tabling assets, test A/V, and setting out participant information
● Using excellent customer service, greet and orient presenters, emcee, collaborators and sponsors; check-in guests, ensuring event flows according to agenda, provide support, and solve problems
● Oversee event conclusion and cleanup of venue, with assistance from team members and volunteers
● Collected cash payments at in-person events and submit immediately to accounting department
● Mark accurate and timely attendance and update SBA reporting fields in Neoserra in preparation for Nexus batch reporting
● Write and send thank you cards to presenters, emcee, collaborators, and sponsors
Data & Record Keeping
● Maintain accurate and current training and attendee participation records in Neoserra, run reports and identify trends
● Track and maintain accurate in-kind donations and report quarterly to accounting manager
● Run SBA Forms 888 (training) and 641 (training counseling) Nexus export reports and upload
batch reports into SBA Nexus system with 100% success before each quarterly deadline Team Support
● Help set, strategize for, and accomplish WBCUtah and Salt Lake Chamber organizational goals and objectives, and help meet organization deadlines, complete projects, or assist other team members when needed
● Serves as a Salt Lake Chamber staff support and committee member on the annual Women & Business Conference Task Force and Business Women’s Forum Steering Committee, including taking meeting minutes, attending bi-monthly luncheons and writing an annual article for BWF newsletter
● Serve on community committees, representing WBCUtah, in order to reach and benefit more women business owner through synergistic and helpful collaboration
Qualifications
● Strong organizational and time management skills: Proven ability to prioritize tasks, meet deadlines, and manage multiple projects simultaneously.
● Excellent communication skills: Strong verbal and written communication skills to effectively interact with clients, colleagues, and stakeholders.
● Proficiency in digital marketing: Expertise in utilizing social media, email marketing, and other digital channels to promote events and reach target audiences.
● Event planning and coordination: Experience in planning and executing successful events, including managing logistics, budgets, and vendor relationships.
● Technical proficiency: Familiarity with CRM software (e.g., Neoserra), Google Drive, and online event platforms.
● Attention to detail: Ability to maintain accurate records, track progress, and ensure compliance with organizational standards.
● Teamwork: Proven ability to collaborate effectively with team members and external partners.
Preferred Qualifications:
● Passion for empowering women and supporting small businesses
● Commitment to equity and diversity
● Strong work ethic and positive attitude
● Ability to adapt to change and embrace new challenges
● Bilingual or multilingual skills
● Some college preferred or equivalent experience
● Experience in nonprofit organizations or community development
The Salt Lake Chamber provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, 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.
