Safe Babies, a program at ZERO TO THREE™, supports states and communities in building a more coordinated and aligned early childhood system based on the Safe Babies approach. The Safe Babies approach works concurrently at the child, family, community, and state levels to promote healthy early childhood development while impacting long-term capacity building. The goal is to keep families together by igniting collective action to meet the urgent needs of babies, toddlers, and their families. While the Safe Babies approach is anchored in the court system, it is also an entry point for cross-system collaboration to serve families across multiple areas of need effectively.
The Event and Project Management Specialist will be responsible for: the planning and execution of our annual peer-learning conference; support of additional national convenings/offerings; and the development and dissemination of Infant Toddler Court Program (ITCP) National Resource Center and Safe Babies resources and products. This entails collaboration with the Resource and Training Development team, Safe Babies leadership, FPO/Federal staff, and the Practice and Field Operations (PFO) team to identify meeting sites, contract with vendors, implement robust content agendas aligned with our multi-level audience needs and provide on-site logistical support. This role will develop comprehensive plans for large and small meetings delivered in-person, virtually and via a hybrid format. This role will also oversee the coordination and dissemination of all ITCP/Safe Babies resources and products. This role requires knowledge of adult learning needs, the ability to collaborate with external national partners and vendors, and skill in coordinating logistics and ensuring compliance with federal requirements.
ESSENTIAL RESPONSIBILITIES
Event Management
- Oversee the development and implementation of an annual, in-person Safe Babies meeting (500+ person conference per year), including logistics, contracting, registration, and on-site management of the event.
- Provide support to other Safe Babies professional learning events and activities, as directed (in person, virtual and hybrid), including smaller group convenings (2-3 per year) and webinars.
- Develop and implement a regular communications plan with all planning and logistics partners, promptly addressing concerns if/when they arise.
Project Management
- Collaborate closely with project owners, consultants, helpers and approvers to establish project needs and gather information to develop all facets of project work plans and their progress, including priority level, key deliverables, roles, milestones and timelines, utilizing the team’s project management software.
- Manage collaboration with external consultants and vendors (graphic designer, copyeditor, video editor, 508 compliances, etc.) whose work is integral to project success.
- Regularly maintain the Resource Development Product Roadmap and Resource Matrix and assist in developing monthly progress reports for product development.
- Manage project-related administrative functions such as coordinating schedules, meeting preparation, co-facilitation, codifying and sharing action items, and maintaining files and file organization.
- Serve as a thought partner to the Resource and Training Development team in innovations for product development, as well as facilitating the use of tools to triage project management needs.
- Manage the Product Development, National Technical Assistance (TA) Offering [Webinar Development] and Event Management Standard Operating Procedures (SoPs).
- Maintain the use of the Safe Babies National Resource Center Library (a hub with all our resources on a learning management system platform).
- Perform other duties as assigned to ensure the efficient and effective functioning of the resource and training development team.
ESSENTIAL SKILLS & EXPERIENCE
- Minimum 3-5 years experience in meeting planning and logistical support for both small (50 attendees) and large-scale meetings (up to 600 attendees)—including virtual, in-person, and hybrid formats.
- Strong hospitality industry knowledge and adept at working/negotiating with various departments, including management, events, food and beverage, reservations, audiovisual vendors, etc.
- Demonstrated ability to consider/integrate unique cultures/communities in meetings and events.
- Demonstrated experience with traditional/waterfall project management methodologies and project management software.
- Exceptional organizational skills, keen attention to accuracy and detail, and ability to effectively manage multiple priorities/responsibilities against timelines.
- Highly attuned interpersonal skills, including facilitating collaboration, communicating effectively across workstyles, and motivating team members to resolve conflict.
- Excellent writing and verbal communication skills.
- Proficiency in using Microsoft Office suite, including Word, Excel, PowerPoint, Outlook, and Teams; ability to learn new tools and software as required to fulfill the position’s duties.
ESSENTIAL QUALITIES
- Encourages and practices critical thinking
- Is self-reflective and empathic
- Recognizes the influence of workplace relationships on outcomes and results
- Maintains a respectful and accepting approach to others
- Awareness of the influence of the larger context on individual behavior
- Collaboratively and creatively supports the work efforts of colleagues at all levels and in all areas of the organization
EDUCATION
BS/BA in a related field or relevant work experience.
COMPENSATION & BENEFITS
This position's salary is estimated to be low $60,000s to high $70,000s depending on experience, geo-location, budget, and other comparable and similarly scoped internal positions. In addition to salary, ZERO TO THREE offers a comprehensive benefits package including medical, dental, vision, HRA, retirement contributions, generous leave benefits and more.
PHYSICAL REQUIREMENTS
While performing the responsibilities of the job, the employee is frequently required to use finger dexterity and sufficient hand dexterity to use a computer keyboard and be capable of reading a computer screen. Also, they may need to remain seated for extended periods, can perform repetitive motions, and reach for objects. An employee is frequently required to hold a writing instrument, communicate verbally, and hear well enough to detect nuances and receive detailed information. They may be required to grasp objects, push, and pull objects, bend, stand, walk, squat, or kneel. Vision abilities required by this job include close vision for data preparation or analysis, and expansive reading. May need to lift up to 30 pounds.
