Under the direction of the Assistant Executive Director, Member Services, oversees, develops, and implements conferences, workshops, programs, projects and activities designed to enhance content, enhance the membership experience, and services with CSBA. Establishes a strong focus to bring current & relevant content to membership programs within the Association. The Director leads the development, planning and management of the Association’s strategic association education initiatives resulting in the successful program content, educational programs, and how the Association delivers these programs. Independently overseeing the work of assigned staff; leading the development of conference content; creating conference promotion and materials development. Will conceptualize topics to the identified audience and create, design, and provide content for topical and relevant sessions. Responsibilities include research and evaluation, program surveys, metrics, content development, oversee vendor and member relations. Collaborates and partners with Association members, partners, and CSBA Staff.
ESSENTIAL DUTIES & RESPONSIBILITIES
Plans, manages, and oversees the daily functions, operations, and activities of assigned department, division, program, or service.
Participates in the development and implementation of goals, objectives, policies, and priorities for assigned area; recommends within policy, appropriate service, and staffing levels; recommends and administers policies and procedures.
Manages and participates in the development and administration of the department’s annual budget; directs the forecast of additional funds needed for staffing, equipment, materials, and supplies; directs the monitoring of and approves expenditures; directs and implements adjustments, as necessary.
Contributes to the Association’s organization and strategic development goals and objectives and overall agenda and direction by developing and applying subject matter expertise in assigned areas; develops short- and long-range plans that support and impact the strategic direction of the Association; serves on Association leadership teams.
Leads the educational content in developing the conference sessions and recommending keynote speakers, and workshop sessions.
Sets the full agenda for the conference including program, activities, exhibit hall hours and other programming priorities.
Manages the recruitment and review of session and proposals. Conduct follow-up speaker management.
Ensures that effective program tracks are in place.
Recommends and identifies new conferences and events, including content and design.
Provides leadership while assisting or facilitating meetings with all levels of stakeholders, developing and managing Conference Planning Committees and supporting the Conference Chair.
Provides overall project management, including broad scope of correspondence for Conferences and Trade Shows, particularly in communication with Association members, CSBA staff, and committees, marketing copy, proofing, reviewing, formatting, and editing
Standardizes procedures and methods to improve and continuously monitor the efficiency and effectiveness of assigned programs, service delivery methods, and procedures; assesses and monitors workload, administrative and support systems, and internal reporting relationships; identifies opportunities for improvement and makes recommendations for implementation.
Implements program management tools to evaluate and track specific program outcomes
Oversees processes, meetings and content related to conference registration, housing, and the conference app. Work closely with key vendors and internal CSBA departments to ensure all needs are understood and met.
Collaborates and coordinate with teams and individuals internal and external to CSBA, including sponsors and other partners
Engages CSBA members in activities that ensure specific programming/mentoring are in place at the conference.
Coordinates CSBA staff in the implementation and management of the conference by conducting regular conference planning meetings and maintaining the master timeline
Works with the CSBA Communications Team on conference outreach and conference publications.
Works with the CSBA staff to detail space layout as well as AV, food and beverage needs and manage onsite all aspects of the conference program in coordination with the conference team.
Leads post-conference staff meetings in the evaluation of the conference and ensure follow-up on identified improvement needs
Consults with both internal and external stakeholders and maintain knowledge and understanding of a wide range of training methods, techniques, and formats.
Participates in and make presentations to the Board of Directors and a wide variety of committees and performs review of matters in areas of expertise pertaining to the various committees.
Maintains and directs the maintenance of working and official departmental files.
Monitors changes in regulations, and technology that may affect Association or departmental operations; implements policy and procedural changes as required.
Prepares, reviews, and presents staff reports, various management and information updates, and reports on special projects as assigned by the Executive Director.
Attends and participates in professional group meetings; stays abreast of new trends and innovations in education; researches emerging topics and enhancement and their applicability to Association needs.
Travels throughout the State of California for conference related business.
Reads and demonstrates an understanding and adherence to CSBA values, policies, procedures, and practices.
Demonstrates respect, honesty, and professionalism at all times.
Develops and maintains a Procedure Manual, outlining the Association’s processes and procedures for Conferences. Establishes, updates, maintains, and communicates Policy Manual annually.
Performs other duties as assigned.
This position may be required to manage and direct other staff, with the responsibility of overall direction, coordination, and evaluation of those roles. This position will carry out supervisory responsibilities in accordance with the organization's policies and all applicable laws. Overall responsibilities of this position include, but may not be limited to, interviewing, training, timekeeping and wage & hour management, planning, assigning, and directing work, appraising performance, rewarding, and disciplining employees, and addressing and resolving complaints.
Administrative principles and practices, including goal setting, program development, implementation, and evaluation, and project management; supervision of staff, either directly or through subordinate levels of supervision
Principles and practices of budget development and administration, including general principles of risk management related to the functions of the assigned area.
Principles and practices of employee supervision, either directly or through subordinate levels of supervision, including work planning, assignment, review and evaluation, and the training of staff in work procedures.
Organization and management practices as applied to the development, analysis, and evaluation of projects, programs, policies, and operational needs of assigned functional area.
Principles and practices of contract management.
Principles and practices of adult learning theory.
Principles and practices of presentation best practices.
Recent and on-going developments, current literature, and sources of information related to assigned duties.
Record keeping principles and procedures.
Modern office practices, methods, and computer equipment and applications related to the work.
English usage, grammar, spelling, vocabulary, and punctuation.
Techniques for effectively representing the Association in contracts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
Techniques for providing a high level of customer service by effectively dealing with members, partners, and Association Staff.
Develop and implement goals, objectives, policies, procedures, work standards, and internal controls for the department and assigned program areas.
Provide administrative and professional leadership and direction for the department and the Association.
Prepare and administer large and complex budgets; allocate limited resources in a cost-effective manner.
Plan, organize, direct, and coordinate the work of management, supervisory, professional, and technical personnel; delegate authority and responsibility.
Select, train, motivate, and evaluate the work of staff and train staff in work procedures.
Evaluate and develop improvement in operations, procedures, policies, or methods.
Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
Interpret, apply, explain, and ensure compliance with Federal, State, and local policies, procedures, laws, and regulations.
Effectively administer special projects with contractual agreements and ensure compliance with stipulations; effectively administer a variety of programs and administrative activities.
Conduct effective negotiations and effectively represent the Association and the department in meeting with governmental agencies, contractor, vendors, and various businesses, professional, regulatory, and legislative organizations.
Conduct complex research projects, evaluate alternatives, make sound recommendations, and prepare effective technical staff reports.
Establish and maintain a variety of filing, record keeping, and tracking systems.
Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
Operate and maintain modern office equipment, including computer equipment and specialized software applications programs.
Use English effectively to communicate in person, over the telephone, and in writing.
Use tact, initiative, prudence, and independent judgment within general policy, procedural and legal guidelines
Establish, maintain, and foster positive and effective working relationships with those contacted in the course of performing duties and responsibilities.
EDUCATION & EXPERIENCE
Any combination of training and experience equivalent to a bachelor’s degree or higher with major coursework in business administration, public administration, finance, education, government, legal or political sciences, or related field and five (5) years of increasingly responsible experience in conference planning, adult learning theory and presentation best practices, including two (2) years of supervisory and/or administrative experience.
ENVIRONMENTAL ELEMENTS & PHYSICAL DEMANDS
Employee works in a primarily sedentary office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.
Employee is personally responsible for following health and safety guidelines, instructions, and policies.
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and computer screen, and hearing and speech to communicate in person, and over the telephone; must be able to bend, stoop, kneel, reach, push and pull drawers open and closed in the execution of duties.
Must be able to sit at computer for long periods of time and have the dexterity to access, enter, and retrieve data using a computer keyboard or calculator, and operate standard office equipment.
Employee must possess the ability to lift, carry, push, and pull materials and objects weighing up to twenty-five pounds, hand truck available to assist.
Must be able to travel overnight on occasion throughout the state of California.
Must have the dexterity and mobility to facilitate or present information to a group, access, enter, and retrieve data using a computer keyboard or calculator, and operate standard facilitation equipment.
Frequent travel preferably by car. Proof of insurance and a clean DMV record may be required.
LICENSES & CERTIFICATIONS
Possession of, or ability to, obtain a valid California Driver’s license by time of appointment.
The California School Boards Association is the essential voice for public education. We inspire our members to be knowledgeable leaders, extraordinary governance practitioners and ardent advocates for all students. CSBA strengthens and promotes school board governance. We define and drive the public education policy agenda through advocacy, training, and member services. Strong local boards of education are essential to ensure a high-quality education for every student in every community.