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Job Title: Conference Coordinator
2019 North American Taiko Conference
Employer: Taiko Community Alliance (TCA)
The North American Taiko Conference (NATC) is a biennial gathering, formerly sponsored by the Japanese American Cultural and Community Center (JACCC) from 1997-2011, and since then sponsored by the Taiko Community Alliance (TCA). The NATC features workshops, discussions, and activities centered on the art of taiko (Japanese drumming). The goals of the conference are to 1) build a community of taiko groups in North America, 2) share traditions and repertoire of North American Taiko, 3) support the artistic development of the art-form, and 4) to document the history of taiko in North America.
The conference started in 1997 and has been held in Los Angeles (1997, 1999, 2001, 2005, 2009), Sacramento (2003), Seattle (2007), Palo Alto (2011), Las Vegas (2015) and San Diego (2017). The 2019 NATC will be held on the campus of the Portland State University in Portland, OR on August 9-11, 2019. TCA, a nonprofit 501(c)3 organization and an equal opportunity employer, will be serving as the sponsoring organization and employer of the NATC 2019 Conference Coordinator. The Conference Coordinator will plan, manage, coordinate, and facilitate the complex array of
activities that constitute NATC 2019.
Responsibilities will include, but are not limited to:
- Management and Planning:
- Oversee, coordinate and delegate the actions of paid and volunteer staff members – including the Assistant Conference Coordinator(s), Taiko Jam Producer, and other Consultants – in order to fulfill job duties outlined below. This includes coordinating efforts with the Local Host Committee, NATC Committee and other TCA Committees.
- Manage and coordinate local area resources (e.g. in-kind donations, equipment, drums)
- Oversee the overall conference, including branding, publicity, promotions, and workshop-vetting process.
- In concert with the NATC Committee, help solicit the taiko community for workshop content/leaders, collect workshop applications/resumes, provide materials to Vetting Committee members, and coordinate workshop logistics with workshop leaders.
- Manage the NATC Registration process, which includes updating the website content (e.g. workshop/panel descriptions and dates/times), collecting registration fees, assigning workshops to registrants, and preparing registration packets (schedules, booklet, nametags, etc.).
- Financial and Budgetary:
- Prepare and monitor project budgets, cash flow projections and schedules.
- Monitor and assist in efforts of the local and TCA fundraising committees to maximize
revenue via grants and donations.
- Perform all closeout tasks and transmit a Final Report to the NATC Committee, the Executive Committee, and the TCA Board.
- Communication and Coordination:
- Serve as liaison between the TCA Executive Committee, the TCA Board, the NATC Committee, the local Host Committee and the various TCA Working Committees.
- Coordinator is expected to partner and communicate with the TCA Executive Committee
- Attend regular NATC Committee meetings to provide updates on current status and needs, and guiding the working committee on specific tasks.
- Attend TCA Board meetings, as needed.
- Serve as the liaison with the venue staff (Portland State University).
- Manage external communications and marketing related to the conference, including social media updates and regular communication with workshop leaders, conference attendees and volunteers.
Terms of Employment:
This is a short term employee position, to begin in Summer 2018. Position to end approximately September 30, 2019. Workload is expected to escalate exponentially as NATC 2019 approaches and Conference Coordinator is expected to adjust work schedule in response.
- Conference Coordinator will be expected to make site visits (covered in travel costs of NATC 2019 budget). They will also be expected to be on-site no less than 2 weeks in advance of the start of NATC 2019.
- The TCA Executive Committee will act as the direct supervisor to the NATC Coordinator.
- Position is an “At-Will Employee”.
Compensation is commensurate with experience and skills; to be discussed with serious candidate inquiries.
- Bachelor’s Degree or equivalent combination of education and experience
- Two to three years of previous administrative and event planning experience
- Strong time-management, prioritization, organization, and multi-tasking skills
- Ability to delegate
- Strong customer service skills (by telephone and in person)
- Excellent written and verbal communication skills
- Experience with Excel (or similar spreadsheet tool) and some form of registration software.
- Ability to work under own initiative and with little supervision
- Knowledge and experience working with the North American Taiko community
Send a cover letter, resume, and three references to: email@example.com
The cover letter should include a statement of intent outlining why you are interested in the position or particularly suited for it. It should also highlight any experience with or interest in NATC or taiko in general, if applicable.
Applications will be reviewed as they are received. Position is open until filled.