Position: Project Coordinator (Temporary Part-Time)

Reports To: Manager, Philanthropy

Department: Programs & Network

Supervisory Role: No

 

Compensation Range: $31-40

Location: Hybrid / Remote US

FLSA Status: Non -Exempt

 

POSITION OVERVIEW

 

The Regional Convenings Project Coordinator is a part-time temporary position responsible for providing project coordination, logistics, administrative, and event execution support for Changent Connects Live, a regional convening series taking place across multiple locations during fall 2026.

 

Working under the direction of the Regional Convening Event Leads, this position will support planning activities, venue and vendor coordination, attendee management, event technology administration, travel sponsorship coordination, and event execution. The Coordinator will play an important role in helping ensure successful, engaging experiences for Changent’s network partners while supporting a high volume of planning activity across multiple convenings.

 

This position is expected to work approximately 20–25 hours per week, generally during standard business hours, with flexibility required to accommodate multiple time zones and occasional event-related needs. The assignment is expected to continue through December 2026, with the possibility of extension based on organizational needs.

 

ESSENTIAL DUTIES & RESPONSIBILITIES

Event Planning & Execution (40%)

• Support planning and coordination of Changent Connects Live Regional Convenings and related activities.
• Assist in developing and maintaining project timelines, planning trackers, checklists, and execution schedules.
• Coordinate registration processes, attendee tracking, and attendee communications.
• Support administration of event technology platforms, including Whova.
• Assist with speaker coordination, presentation management, and event logistics.
• Coordinate event materials, supplies, and planning documentation.
• Support onsite event execution and logistics at one or more regional convenings (Up to 20% travel)
• Provide administrative and logistical support to Regional Convening Event Leads as needed.

 

 

Reporting, Recordkeeping & Administrative Support (35%)

• Maintain project plans, meeting notes, action-item trackers, planning documents, and shared resources.
• Coordinate scheduling and logistics for planning meetings and working sessions.
• Collect, organize, and maintain event-related records and documentation.
• Support preparation of reports, planning summaries, and post-event documentation.
• Maintain travel sponsorship tracking records and assist with communication related to reimbursement and payment processes.
• Coordinate collection and organization of required documentation from participating agencies for travel sponsorship processing.
• Support additional administrative and operational activities related to convening planning and execution.

 

Vendor & Budget Support (15%)

• Support venue sourcing efforts by researching options, gathering proposals, and organizing comparison materials.
• Coordinate with venues, vendors, and service providers to track deliverables, deadlines, and event requirements.
• Assist with contract administration, invoice tracking, and documentation management.
• Support budget tracking and expense monitoring activities.

 

Communications & Stakeholder Engagement (10%)

• Serve as a secondary point of contact for attendees, vendors, speakers, and internal staff regarding event logistics and coordination.
• Draft and distribute event-related communications, reminders, and planning materials.
• Support attendee experience efforts before, during, and after convenings.
• Collaborate with internal teams to ensure timely information sharing and coordination.

 

 

KNOWLEDGE, SKILLS, AND EXPERIENCE

• Minimum of 2 years of experience in event coordination, project coordination, administrative support, operations support, or a related role.
• Strong organizational skills with the ability to manage multiple projects, deadlines, and competing priorities simultaneously.
• Excellent attention to detail and follow-through.
• Strong written and verbal communication skills.
• Experience coordinating meetings, logistics, documentation, and administrative processes.
• Experience with event management platforms (such as Whova, Cvent, or similar systems) preferred.
• Proficiency with Microsoft Office Suite, Microsoft Teams, and project management or collaboration tools.
• Ability to work independently while taking direction and operating within established priorities.
• Ability to maintain confidentiality and exercise sound professional judgment.
• Flexibility to occasionally travel and provide onsite support for convenings.
• Up to 20% travel required.

 

SUPERVISORY RESPONSIBILITIES

This position does not have supervisory responsibilities.