Program Coordinator-Event Planner

7 days left

Washington D.C.
$6550K for minimum qualifications; higher salary for preferred.
May 28, 2021
Jun 27, 2021
Full Time

American Association of University Professors

Department of Finance & Administration

Program Coordinator/Event Planner—Washington, DC Office

The American Association of University Professors (AAUP) is pleased to announce a program coordinator position, to be filled as soon as possible, in our Washington, DC national office. The chief responsibility of this position within the Department of Finance & Administration is to provide primary logistical support for various AAUP meetings, both in DC and off site. We invite you to join us in the critical work of defending and promoting academic freedom, shared governance, and the economic security of academic profession.  

This position works with the executive director; department heads; and other staff on the planning and execution of AAUP meetings and events, including but not limited to the AAUP Biennial Meeting; the AAUP Summer Institute; AAUP National Council meetings; and other meetings and events. This position has primary responsibility for events logistics and planning.

Duties and Responsibilities

  • Develop timelines, adhere to project deadlines, and follow through on action items.
  • Prepare RFPs, collect and evaluate bids from vendors/facilities, negotiate terms and pricing.
  • Work with vendors/facilities on meeting requirements and accommodations, prepare rooming lists, and facility orders for room set up, food and beverage, and AV. Order supplies and arrange shipment, etc.
  • Arrange for transportation, off site events, and excursions.
  • Collect and monitor housing pick-up reports.
  • Prepare and update forms and events in our online registration system.
  • Work with staff on meeting requirements, disseminate information to internal teams, and provide updates for website, promotions, and communications.
  • Collaborate on marketing efforts to promote meetings and events.
  • Prepare correspondence for speakers and participants.
  • Oversee participant registration.
  • Have primary responsibility for travel grants and travel reimbursements for events, including notifying awardees of travel grants and managing the budget for these grants.
  • Evaluate event outcomes and assist with the development and implementation of process improvements.
  • Compile history reports for catering, housing, and other logistical meeting elements.
  • Process invoices for payment and assist with annual budget processes for these meetings and events.
  • Assist with travel arrangements for AAUP staff and elected leaders, including the reviewing and processing of travel reimbursement forms for AAUP leaders.
  • Other general administrative support for the AAUP or the AAUP Foundation.
  • Other duties, including special projects, as assigned.




  • Strong organizational skills and the ability to work independently with modest supervision.
  • Strong attention to detail and the ability to prioritize, handle multiple tasks, and meet tight deadlines. 
  • Strong customer service skills. 
  • Strong interpersonal skills, including the ability to work as part of a team and to interact successfully with a variety of personalities.  
  • Strong technical aptitude and working familiarity with the MS Office suite, particularly Word, Excel, and Outlook.
  • Must be able to remain in a stationary position for approximately 90% of the time and move boxes of supplies; AV equipment; and meeting materials, weighing up to 50 pounds from one location to another for meetings and events.
  • Experience working with online meeting registration systems. Experience with the Salesforce meeting module preferred. 
  • Associate degree or equivalent experience required. Bachelor’s preferred.  
  • Three plus years of administrative office experience. Experience as an events planner preferred.
  • A valid driver’s license and the willingness and ability to travel extensively throughout the United States, and to work long and irregular hours and weekends as needed.


Salary range: $55,000 for minimum qualifications. Higher salary for preferred qualifications. Generous benefits package.

Position Classification

This position is categorized as a regular full-time position. It is an assistant staff position and is included in the staff union bargaining unit. This is a nonexempt position and is eligible for overtime pay.

To Apply

To apply, send a resume and cover letter to Please include Event Planner Search – YOUR NAME” in the subject line of the email. No phone calls please. Review of applications will begin immediately. For additional information about the AAUP, please visit


The AAUP is an equal opportunity employer and does not discriminate on the basis of age, sex, disability, race, color, religion, national origin, marital status, gender identity or expression, sexual orientation, personal appearance, family responsibilities, genetic information, matriculation, political affiliation, or other characteristics unrelated to professional performance.

Women and minorities are encouraged to apply.

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