The Ohio Coalition for the Education of Children with Disabilities (OCECD) is seeking a part-time Statewide Conference/ Database/Data Reporting Coordinator to assist our organization in meeting its duties as a non-profit organization and its responsibilities as the Parent Training and Information Center for Ohio (PTI). OCECD is a statewide nonprofit organization that serves families of infants, toddlers, children, and youth with disabilities in Ohio, educators, and agencies who provide services to them.

Plans/organizes and provides administrative assistance for all OCECD statewide conferences/regional trainings/events in person/virtual. Assists with accreditation preparations, with speaker/presenter management, maintains correspondence, and other general duties as assigned. Collects, tallies all data, and maintains database and Excel spreadsheets, utilizing Survey Monkey, FreeAgent, and Salesforce to provide numbers and information for reports and grant reporting.

• Responsible for pulling all data on-time for reporting for each grant requirement and providing such data to the Executive Director to submit, per grant requirements, in order to maintain good standing with all grantors.
  
  
• This is an extensive list of requirements for reporting on our trainings, meetings, parent satisfaction surveys, evaluation data, project activities, and more. Multiple measures must be pulled, accumulated, and provided for reporting across several applications (examples, Survey Monkey, Google Docs, Salesforce, FreeAgent, etc.)
  
  
• Data is collected and reported on a monthly, quarterly, biannual, and annual basis for different grants and requirements.
  
  
• Monitors the follow-up survey emails to parents regarding parent satisfaction, per grant requirements.
  
  
• Obtains information from our Training Data Cover Sheets to complete the Training Activity/Event forms. Enters information from Training Activity/Event form and the Registration forms and inputs data into our Excel reports.
  
  
• Manages and collects data from Survey Monkey/Free Agent/Salesforce and contacts for monthly numbers and reporting purposes.
  
  
• Tracks staff contact forms, meeting reports, monthly required reports (by 10th of month) to ensure timely submission.
  
  
• Totals all contact forms as they are received from trainers that are not yet in Free Agent/Salesforce and Marion office staff and enters the data into Excel/Free Agent/Salesforce software.
  
  
• Conducts monthly data audits to ensure accuracy of system data for reporting
  
  
• Provides evaluation summaries from group, regional, and state trainings for review, upon request.
  
  
• Prepares a list of future training requests from the training evaluations for review and shares, when requested.
  
  
• Collects and reports New Parent Contact information and consumer contact information in Excel for the yearly contact list for grant reporting in fourth quarter; distributes parent and consumer surveys following process determined by this grant.
  
  
• Adds new contacts to our database (in eSchoolView).
  
  
• Some paper forms from in-person trainings are submitted, and some paper forms are scanned and sent electronically, and therefore outside of our software systems. Ability to process paperwork and enter data into an electronic file that can be combined with other electronic data is essential. Electronic file for paper/scanned forms must be updated monthly for accurate record-keeping.
  
  
• Ability to compile data for reporting from multiple software sources into one file or document with required measures or information.
  
  
• Maintains communication with our CRM account managers to create new features and resolve any issues occurring.
  
  
• Learns to create and adjust features in our CRM software.
  
  
• Manages user setup, removal, and records transfers between staff (when coverage is needed).
  
  
• Works together with IT/Webmaster to train staff on all features of the CRM software.
  
  
• Works together with IT/Webmaster to create training materials and record trainings about our CRM software for assistance to our staff.
  
  
• Ensures that the CRM software system is regularly collecting the required data for our grants (stays on top of updates, changes to the system, so they do not impact our data collection and reporting).
  
  
• This requires monthly audits of data to review and contacting staff if it is not entered.
  
  
• This requires monthly cross-checking training forms with data in CRM to make sure it has been entered, and if not, reaching out to staff to enter data.
  
  
• Learns all features of the CRM software to be able to assist staff with issues they are having.
  
  
• Learns full features of apps and the data tracked on each one

• Coordinator for the yearly R.A. Horn/Franklin B. Walter/Margaret B. Burley Awards for OCECD. Maintains correspondence with speakers, oversees nomination process for all awards, coordinates with the creation of certificates and awards, works with caterer, prepares handouts and name tags, coordinates registration tables at R.A. Horn Walter /Franklin B. Walter/Margaret Burley Awards (also coordinates event if should it be an online or virtual in collaboration with IT/Webmaster).
  
  
• Conference Coordinator for regional conferences and statewide conferences that are in-person or virtual.
  
  
• Prepares conference materials and arrangements such as name badges, registration and registration materials, conference signage, contacting and coordinating speakers, rooming lists, and travel confirmation for statewide/regional conferences.
  
  
• Works collaboratively with the Statewide Program Coordinator to arrange and prepare statewide/regional conference materials (in-person and virtual events) to promote statewide/regional conferences.
  
  
• Works with IT/Webmaster to create flyers and social media messaging for conferences and makes updates, as changes are made.
  
  
• Coordinates with the IT/Webmaster to set up registration and evaluation for conferences.
  
  
• Works collaboratively with Statewide Program Coordinator/IT/Webmaster to maintain a key presence online and/or in person for statewide/regional conference support to troubleshoot during events or conferences.
  
  
• Works collaboratively with IT/Webmaster to prepare online/virtual platforms (for conferences).
  
  
• Retrieves the information (new parents, ages, disabilities, and demographics) for regional and state conferences from website event registrations.
  
  
• Works collaboratively with IT/Webmaster and Statewide Programs Coordinator to carry out virtual or in-person conference events (statewide/regional conferences/trainings).
  
  
• Communicates with speakers/presenters to request their credentials to apply for CEUs for conferences/trainings when appropriate. Keeps track of CEUs approved, then updates registration and flyer as CEUs are approved.
  
  
• If CEUs are involved, this position is responsible for processing payments, ensuring that payment has been received prior to issuing CEUs. A PayPal link (provided by the Grant Manager/Bookkeeper) is sent to registrants who request CEUs during registration by the person holding this position.
  
  
• Manages logistics to assist with in-person staff meetings or event arrangements as needed, such as venue, ordering of food, and if directed, arrangements for hotel accommodations, food and beverage, and meeting setup at facility.
  
  
• Coordinates speakers for in-person staff meetings or events when requested by the Executive Director and/or the Assistant Director.
  
  
• Communicates with staff regarding upcoming staff meetings or events when at a venue rather than on ZOOM.
  
  
• Works with hotel/venue for scheduling staff meetings or events when appropriate and approved by the Executive Director and/or the Assistant Director.
  
  
• Communicates regularly with the Executive Director and/or the Assistant Director to provide updates about the Horn Walter Burley Awards, conferences, and staff events.
  
  
• Composes and disseminates conference planning meeting agendas and provides final reports regarding conferences, events, and award ceremonies as requested.

• Works with hotel/venue for scheduling staff meetings or events when appropriate and approved by the Executive Director and/or the Assistant Director.
  
  
• Communicates regularly with the Executive Director and/or the Assistant Director to provide updates about the Horn Walter Burley Awards, conferences, and staff events.
  
  
• Composes and disseminates conference planning meeting agendas and provides final reports regarding conferences, events, and award ceremonies as requested.

• Strong and excellent communication/teamwork skills and analytical abilities.
• Ability to establish and maintain positive working relationships with staff.
• Good customer service.
• Strong Professionalism.
• Ability to work independently on duties and responsibilities.
• Filing, typing, and organization are essential for this work and maintaining home office.
• Ability to meet deadlines is essential.
• Expertise with Excel.
• Knowledge or familiarity with Survey Monkey.
• Knowledge or familiarity with Salesforce is required.
• Knowledge or understanding of other Customer Relations Management systems is beneficial.
• Expertise in Google Workspace is required.
• Strong Experience or understanding of Customer Relations Management Systems (CRM), familiarity with FreeAgent is a plus, but not required.
• Experience or understanding of Case Management Systems (CMS), familiarity with Eschoolview is a plus, but not required.

The intent of this description is to provide a representative summary of duties and responsibilities that will be required for the position given this title and shall not be construed as a declaration of the specific duties and responsibilities in entirety. Employees may be requested to perform job-related tasks other than those specifically presented in this description that align with the nature and work of a position with this job title.

Position is part-time with 100 work days per year. Benefits are not provided. Salary is based upon OCECD salary schedule. A home office is required for this job. May require travel to participate in OCECD’s meetings/conferences/events on occasion. Individual MUST live in Ohio. OCECD is an equal opportunity employer. Our organization celebrates diversity and is committed to creating an inclusive environment for all employees. Please submit your resume with a cover letter to Dr. Lisa Hickman at [email protected], Review of applications will begin immediately and will continue until the position is filled.