The National States Geographic Information Council (NSGIC) seeks to fill a position to coordinate the association’s operations, including membership, events management, and administration. The incumbent will work closely with NSGIC’s executive director and other staff to assure the organization’s meetings are consistently planned and executed at a high level and member service expectations are exceeded.
Manage site selection process; issue and evaluate RFPs; arrange and conduct site visits; make recommendations for venue consideration
Manage relationships with conference/meeting vendors; lead negotiations; ensure adherence to NSGIC requirements; prepare agreements for executive director
Work closely with hotel/meeting venue to arrange best possible meeting space, a/v and catering
Work closely with hotel(s) to ensure room block requirements are met, cross-check registration lists, and coordinate VIP arrangements
Provide agenda/schedule framework and work closely with conference committee to build out agenda
Support development of various conference communications and materials
Arrange social and other off-site events
Provision for hospitality suite and ensure consistently stocked throughout conference
Work with communications coordinator to ensure all sponsor benefits are administered appropriately
Manage entire registration process, including online and offline registrations in advance and onsite registrations
Manage onsite program, including ensuring meeting rooms are set, a/v equipment is in place and checked, meals and breaks are on time and accurate, etc.
Manage payment of deposits and invoices
Manage budget and other reporting; reconcile all invoices to ensure accuracy
Oversee annual invoice process; help members with self-processing if needed
Develop and manage processes for regularly identifying member needs
Develop and manage processes for membership feedback on programs and services
Monitor and respond to member emails and calls; elevate as necessary
Data entry; ensure data integrity and accurate reporting
Develop and manage membership recruitment efforts including regularly updating talking points and scheduling follow-up for prospective members
Run regular reports of prospects and members; ensure accuracy
Send out new member packets/emails
Serve as community manager for website discussion forums and community; collect relevant content to share in forums and on social media; monitor media; collaborate with communications coordinator
Projects & Programs
Support project and program communications and recordkeeping
Support development, updating and dissemination of member resource materials and products
Manage board meetings; issue agenda and materials; run virtual meetings; ensure files are complete
Keep database up-to-date with notes from calls and meetings
Prepare briefing books as requested
Provide administrative assistance to executive director
2 years experience in planning and managing conferences/meetings
2 years experience in managing membership and constituent relationship management databases
Strong organization and communication skills
Tech savviness with a high level of proficiency in internet research, content management systems, and regular business programs including Google docs, sheets and slides; Word, Excel and PowerPoint; and social media
Telecommuting is allowed.
Additional Salary Information: Benefits include: 15 days paid time off in addition to all federal holidays and Mardi Gras day; 3% salary match for retirement account; partially-paid health care; employee assistance program; basic life and personal accident insurance; basic disability insurance; adoption assistance; educational assistance; and professional development funding. Additionally, a $150/month stipend is provided to offset the costs of maintaining a home office, including cell phone and internet access.
About National States Geographic Information Council
National States Geographic Information Council (NSGIC) is a 501c6 nonprofit organization that promotes the efficient development and management of location-based information resources, and advocates for innovative, strategic use of these assets to advance the interests of states, tribes, regions, local governments and the nation. For more than 25 years, NSGIC has boosted national geospatial policy and provided a forum for best practices exchange and collaboration. Our members lead the way in the creation of intelligent maps and databases that equip public and private leaders to make more informed and timely decision. NSGIC’s membership is comprised of senior state geographic information systems executives and coordinators, federal agency representatives, local government officials, private sector solutions providers, academic researchers and geographic information systems colleagues at partner organizations.