Event and Scholarship Program Coordinator

Position Description

This position offers the opportunity to participate in a broad range of programmatic and events-related tasks as part of a professional and team-oriented staff within a culturally specific nonprofit environment. The Event and Scholarship Program Coordinator works in close partnership with the Hispanic Metropolitan Chamber (HMC) Executive Director and other team members as designated by the Executive Director to carry out and manage all functions of HMC’s activities to ensure effectiveness and efficiency. This role requires direct involvement with the Latino Scholarship Program, events, and other day-to-day duties as assigned.

The Event and Scholarship Program Coordinator serves as a professional resource both within and outside of HMC and is responsible for maintaining ongoing event and program coordination.

Key responsibilities

Scholarship Program

  • Conduct outreach to students at high schools, community colleges, and universities to increase the number of students that apply for the Hispanic Chamber’s annual scholarship
  • Travel to SW Washington, Portland metropolitan tri-county area, as well as Salem and Woodburn to conduct outreach activities
  • Coordinate the scholarship application process and update on the HMC website
  • Facilitate the selection of scholarship awardees with the HMC board of directors and scholarship committee
  • Follow up with scholarship awardees for award notification and confirmation of enrollment in a community college or university
  • Coordinate with the students, parents, schools, and scholarship donors and facilitate their active participation in scholarship program activities
  • Coordinate with community colleges and universities to ensure the enrollment of the students, distribution of the HMC’s scholarship funds, and award matching funds when appropriate
  • Increase the number of contacts at high schools, community colleges, and public and private universities to establish ongoing working relationships
  • Increase the number of students that participate in activities and workshops hosted by HMC such as Path to Scholarships and Financial Aid
  • Contact current and past scholarship recipients and obtain current contact information
  • Develop a database of student scholarship contact information
  • Coordinate payments, tracking, and communications for scholarship recipients
  • Actively recruit and encourage scholarship recipients (past and present) to become volunteers and further engage with HMC programs as applicable

Program Liaison

  • Build and maintain relationships with community partners and stakeholders
  • Coordinate HMC events and program activities (i.e., board meetings, educational sessions, Scholarship Luncheon, Hispanic Heritage Dinner, etc.) as required
  • Work with the Executive Director to help increase donors for annual scholarship funds
  • Assist in the implementation of other events that promote HMC and its programs
  • Maintain positive partnerships and relationships with key contacts in the Hispanic community, public and private sector organizations, and other key stakeholders
  • Assist with data cleanup projects as needed pertaining to programs as needed

Event Liaison

  • Coordinate event venue and vendor locations, contracts, and payments
  • Serve as primary point of contact for event venues, coordinating with program staff
  • Arrange food, lodging, parking, and other support activities as applicable for events
  • Organize supporting documentation, invoices, tax documents, etc.
  • Coordinate recording and tracking of program and event registrations Communicate with registrants and participants as needed, providing clarification, follow-up, and updates
  • Process registration and stipend payments
  • Manage participant and volunteer data management on an ongoing basis
  • Ensure data is kept current in appropriate database(s) and other tracking tools
  • Assess event success turnout and provide reporting as needed
  • Communicate with program volunteers and sponsors as needed
  • Serve as primary point of contact at both virtual and in person events, providing registration support, coordination, and volunteer management
  • Facilitate smooth communication with all applicable local contacts and parties involved

This position will require the employee to perform all other duties as assigned and specific tasks may vary from day to day.

Required work experience, skills, and education

  • Bachelor’s degree in related field
  • 2 years of direct work experience with event, budget, venue, catering, vendor, or database management or related field
  • Understanding of event coordination and programming; prior experience working with scholarship programs and event coordination preferred
  • Bilingual (Spanish and English) / bicultural – native fluency preferred
  • Proven professional interpersonal, written, and oral communication skills
  • Ability to take initiative, multi-task/prioritize tasks, and delegate duties effectively using time management and problem-solving skills
  • A strong sense of personal integrity and professionalism. Professional references must reflect that candidates background be impeccable in terms of honesty, fairness, empathy, and overall integrity
  • Proficiency with digital technology, Microsoft Office suite, social media, phone applications
  • Desired skills: attention to detail, creativity, innovation, customer service

Salary

  • Depending on experience and skill level
  • Starting at $47,500 plus per year

Benefits

  • Generous accrued time off (vacation/sick time)
  • 100% health, dental, and vision coverage for employee
  • Up to a 3% simple IRA plan match
  • Monthly wi-fi and phone stipend reimbursement

Inquire about other benefits and perks offered to all full-time employees.