Position Title: Ancillary Programs Coordinator

Reports To: Director of Ancillary Education

FLSA Status: Exempt

Pay Level: Base Salary 


NAVC Overview

Founded in 1982 with offices in Orlando and Gainesville, Florida, the North American Veterinary Community (NAVC) is a non-profit organization that creates unparalleled opportunities for the veterinary community that foster lifelong learning, encourage growth, and promote well-being to advance animal care worldwide. This includes hosting the industry’s premier continuing education event, VMX, as well as providing opportunities to learn and grow through online resources, certifications, scientific journals, and more.

Our endeavors are accomplished in a fun, flexible, and collaborative working environment where your talents and strengths will be utilized to enhance the veterinary profession and contribute to the NAVC mission. In addition to salary and traditional benefits, NAVC offers a robust benefits package that provides flexibility and enhances our culture and has led to the organization being recognized as one of the top places to work.


Position Objective

The Ancillary Programs Coordinator would report to the Director of Ancillary Education and coordinate with the NAVC Operations Team and NAVC Programs to assist in staff and schedule management, room diagrams and assignments, inventory management, animal and animal materials scheduling and operations, food and beverage orders, AV coordination, and ensure the unique operational needs of any new programs are fully coordinated.

This position will provide essential support to the in-person education team including all ancillary items that include but are not limited to Hands-On Workshops, Masterclasses and Meet the Professor Lunches, and any additional ancillary education developed in the future. They will provide support for NAVC’s two flagship events, VMX and NAVC Institute.. In this position, there will be contributions to event software, program planning as well as speaker management.


Job Duties:

Event Management Assistance

  • Work with the Director of Ancillary Education on the following:

   ○ Room diagram creation for each ancillary education course including - Hands-On Workshops, Masterclasses and Meet the Professor Lunches, and any other ancillary education developed in the future

       ■ This will include seating arrangements, workshop stations, electric and audio/ visual equipment.

   ○ Food and beverage counts for each day including attendees, staff, workshop sponsors, and speakers

       ■ Coordinating with NAVC operations to adhere to budget

    ○ Oversee workshop staff scheduling with Workshop Coordinator

        ■ Assist with HR coordination including document submission and schedule discrepencies

        ■ Responsible for new staff HR paperwork submission
    ○ Ancillary education planning to include scheduling of events and speakers

  • Coordinate with Program Operations to set temporary staff as needed for event scanning
  • Ensure each event has all supplies required including consumable, non-consumable,
    and sponsored equipment
  • Assist in communications with shelters partners for live animal scheduling and donations
  • On-site staff rooming coordination with Conference Direct and Workshop Coordinators
    Inventory / Warehouse Management
  • Supply management

    ○  Work with Workshops coordinator(s) to place supply orders for events and year round needs

    ○  Keep current inventory spreadsheet up to date to ensure proper reporting of inventory for budgetary purposes


Quality control

  •  Ensure inventory of workshop warehouse supplies is current and promptly remove expired or damaged inventory
  •  Ensure all items in the warehouse are laundered ( workshop shirts, towels, etc.)
  • Provide feedback and assistance with inventory management automation and technology improvements


Customer Service ( Attendees, Speakers, and Sponsors)

  • Communicate and compile all requests:

○  Ensure speakers have provided all information for all education proposals

○  Provide consistent, clear, and concise communication

○  Lead the communication with speakers regarding supply requests and follow up for clarification as needed

○  Gather and process all notes for ancillary education sessions including distribution to attendees at the requested deadline

  •  Follow up on speaker communications and questions that arise in a prompt and professional manner
  • Collaborate with the Customer Service team to provide information and answer
    questions about ancillary education programs
  • Work with the Exhibits team to ensure a positive experience for all exhibitors and
    workshop sponsors:

    ○ Communicate about new sponsorship opportunities

    ○ Keep a running list of all workshop sponsors

    ○ Ensure partner points program is up to date with current workshop sponsors' corresponding points


Administrative Assistance

  • Update weekly registration dashboard for both events, review with supervisor and distribute as requested
  • Programs software:

    ○  Enter all ancillary education into program software for registration

    ○  Update and keep course information current in the designated system as needed and directed

    ○  Coordinate and distribute attendee communications from the designated system as directed

    ○  Assist with speaker payment as directed


OnSite Event Duties for VMX and Institute

  • Be present in the assigned ancillary education areas or other designated spaces during
    the events at scheduled times
  • Floor management to include:


    ○ Facilitate communication with the hotels, vendors, and the appropriate NAVC staff

    ○ Answer questions from speakers and attendees

    ○ Communicate food and beverage orders and requests as directed

    ○ Oversee and help coordinate designated temporary staff (door scanners)

  • Assist in on-site ancillary registration
  • Work with workshops coordinator(s) with staff and HR needs onsite
  • Assist with inbound and outbound shipping of supplies and coordination with sponsors
    as directed


Qualifications

  • High school diploma required; some college-level education preferred, an associates degree or a four-year college degree from an accredited institution excellent; CVT/RVT/LVT preferred but not required.
  • Demonstrates strong critical thinking skills
  • Customer service, event planning, and/or education interest required, previous experience or background preferred
  • A collaborative team player with a flexible approach to decision-making
  • Ability to multi-task in a fast-paced environment with competing priorities while meeting deadlines and maintaining a positive attitude.
  • Proficiency in all Microsoft Office programs (Excel, PowerPoint, Word)
  • Proficiency in Google G-Suite (Calendar, Drive, Docs, Gmail, Sheets, Slides)
  • Ability to work in an Apple computing environment and with Mac OS
  • Exceptional written and verbal communication skills, including formal and informal presentations
  • Self-motivated to work independently with excellent project management and detail-oriented organizational skills
  • In-Person in Gainesville preferred; Remote/Hybrid Flexible
  • Will require occasional travel

For additional information:

Kimberly Chatfield

Director of Human Resources

[email protected]

Notice: NAVC is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

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