Job Opening ~ Youth & Adult Conference Director

JOB DESCRIPTION
(Part-time, Independent Contractor)

Overall responsibility:

The Youth & Adult (Y&A) Conference Director is responsible for the full coordination and execution of the National Down Syndrome Congress Youth & Adult Conference at the annual convention.

• Job Type: Independent Contractor
• Location: Remote
• Position: Part-time, approximately 20 hours per week.
• Deadline: Please send a resume and cover letter to info@ndsccenter.org by 5:00 pm CST on Thursday, February 8, 2024.

Job Description:

The Y&A Conference Director works to ensure consistent reporting and communications with the Convention Director and NDSC Staff to efficiently plan and execute the Y&A conference. The Y&A Director will work in conjunction with the Y&A Leadership Team to identify scheduling, speakers, session topics, and overall logistics for the 3 Day Event for individuals with Down syndrome.  The Youth and Adult Conference is for individuals who are 15 and over with Down syndrome.

General Responsibilities:

• The Y&A Director will utilize resources provided to coordinate and execute the Y&A Conference.
• The Y&A Director will actively participate in monthly Convention Planning Committee virtual meetings.
• The Y&A Director will attend planning meetings and wrap-up meetings and trips, as well as Board/Staff meetings at the convention site as scheduled. Expenses covered by the NDSC.
• The Y&A Director will be on-site with the NDSC Center Team from Monday to Monday of the convention week and working exclusively for the NDSC.
• The Y&A Director will perform other tasks as needed to ensure the success of the NDSC Annual Convention as it relates to the Youth & Adult Conference.
• The Y&A Director will keep diligent records and prioritize the organization of documents and resources throughout the entirety of the planning process.
• The Y&A Director will serve as the primary point of contact for inquiries from individuals with Down syndrome or their support persons.
• The Y&A Director will serve as the primary point of contact for all programming focusing on individuals with Down syndrome and for members of the Self-Advocate Council.
• The Y&A Director will practice professional etiquette throughout communications including returning calls, responding to emails promptly, and using professional language and grammar.
• The Y&A Director will work with the Convention Director to secure conference spaces assigned to the Y&A Conference and will work with the venue contacts to ensure setup is coordinated and executed.
• The Y&A Director will provide team reports & host monthly Y&A Leadership team meetings to discuss plans and obtain guidance and feedback where needed.
• The Y&A Director will work with the Volunteer Coordinator to determine volunteer needs for all segments of the conference. Coordinate and train volunteers while offering materials to prepare ahead of time and on-site information.
• The Y&A Director will assist the Convention Director, as requested, in researching external vendors for needs such as graphic design, printing, audio-visual, etc. as it directly relates to the Youth & Adult conference

Specific duties include but are not limited to the following items

Ensure regular communication with Convention Director and with the Youth & Adults Support Team

In conjunction with Y&A Support Team, develop program for the Youth & Adults Conference

• Invite self-advocate speakers following NDSC guidelines for speaker participation
• Respond to new self-advocates desiring to present
• After initial contact, follow-up with written invitations, guidelines and speaker forms, and final confirmation letters; and,
• Be available to speakers by telephone, or e-mail prior to conference

Interface and be the point of contact for other program presenters.

• Edit and write up trio selections titles and descriptions
• Coordinate room logistics and food selections with the Convention Director and Site Host.
• Manage logistics on site (room sets, AV, food, volunteers, etc)

Coordinate Y&A Attendees Participation

• Create Trio and Table Assignments
• Create Y&A Registration Packets
  • Create Name Tags
  • Create Sticker Sheets
  • Provide Support Team Reports
  • Y&A Schedule
  • Table Rotation and Trio Schedule
  • Talent show participants
  • Provide Volunteer Support Team Reports
    • Support Level
    • Table Assignments
    • Pass Release List

Work in conjunction with NDSC staff on the following items:

• Creation of Voting Ballet
• Enter Better Living Tips into a document for use by Support Team
• Production of Memory Book
• Registrations in the online system
• Create volunteer folder packet

Ensure that all aspects of the Y & A convention website pages and online registration system are revised to reflect convention details.

• Work with Convention Director to obtain registration rates.
• Work with Convention Director to obtain revised registration forms
• Work with Cvent and Convention Director to post all necessary changes to convention landing pages, including speaker lists and schedules, hotel information, volunteer information, etc.
• Work in Cvent to ensure online registration is updated with convention details

Work with the Convention Director and Host Affiliate to ensure volunteer needs of the convention

• Determine volunteer needs for Y & A segments of the convention
  • Coordinate and train volunteers with Host Affiliate
  • Create Workshop Host Folders (host instructions, bios, evaluations)

Send written thank you letters to Y&A Conference speakers, volunteers, entertainment, and others, as appropriate

To apply please send a resume and cover letter to info@ndsccenter.org by 5:00pm CST on Thursday, February 8, 2024.