Training and Special Events Coordinator

MISSION STATEMENT: To transform lives through love and service.

SUMMARY:

The Training & Special Events Coordinator is responsible for coordinating and supporting employee training, new-hire orientation, organizational events, and general Human Resources administrative functions. This position ensures training activities are effectively scheduled, documented, and tracked; employee training records are accurately maintained in the Learning Management System (LMS); and employees have access to required training and development resources. This role coordinates training registrations, travel arrangements, communications, and logistics while supporting the delivery of an effective and welcoming new-hire orientation experience. Additionally, the Coordinator plans and organizes agency events, employee celebrations, retreats, and engagement activities, overseeing event logistics and evaluating effectiveness to support a positive employee experience and organizational culture.

ESSENTIAL DUTIES AND RESPONSIBILITIES: (These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job-related duties as required. Nothing in this job description restricts management’s rights to assign or reassign duties and responsibilities to this job at this time)

· Coordinates and organizes new-hire orientation, all-staff training, employee onboarding activities, and skills development programs.

· Schedules and coordinates internal and external training opportunities, including registration, travel arrangements, accommodations, materials, and logistics.

· Maintains the Learning Management System (LMS) and employee training database, ensuring training records, attendance, completion status, assessments, and retraining requirements are accurate and current.

· Monitors mandatory and recurring training requirements and follows up with employees and supervisors regarding outstanding training.

· Coordinates and organizes leadership development programs, executive training, and agency-wide learning opportunities.

· Plans, coordinates, and facilitates agency CEO retreats, leadership retreats, employee appreciation activities, and other special events.

· Manages event logistics, including scheduling, venues, catering, vendors, supplies, communications, and related arrangements.

· Provides administrative support to the Human Resources team, including preparing correspondence, maintaining records, organizing documentation, preparing reports, and assisting with departmental projects.

· Utilizes Microsoft Office applications, Learning Management Systems (LMS), and virtual training platforms to support training administration and departmental operations.

· Maintains awareness of emerging training practices, technology, and employee development resources to support continuous improvement.

· Demonstrates exceptional organization, attention to detail, interpersonal skills, and follow-through in managing multiple assignments and competing priorities.

· Performs other related duties as assigned.

OTHER RESPONSIBILITIES:

· Comply with all applicable training requirements.

· Comply with all company safety, personnel and operational policies and procedures

· Comply with work schedule to ensure effective operations of Agency programs.

· Contributes positively as a member of a productive and cooperative team

· Performs other duties as necessary to fulfill the Vincentian CARES Mission

Employee Benefits Offered:

· Health Insurance

· Life insurance

· Dental Insurance

· Vision insurance

· Short- and Long Term Disability

· 120 hours of PTO accrued biweekly starting at day 1 of employment

· 13 Paid Holidays to include Employee’s birthday and Date of Hire

· 403(b) with employer match up to 3% of salary if the employee contributes

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES: (To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities necessary. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.)

· Able to speak, write and understand English

· Possess basic computer skills

· Must be sensitive to and respect cultural diversity amongst clients, staff, and volunteers and able to work with diverse racial, ethnic, and economic groups

· Flexible work schedule including evenings, nights, weekends, and holidays

· Ability to set appropriate limits, work under deadlines and multi-task

· Ability to organize, prioritize, self-motivate, and deliver results

· Excellent communication and listening skills

· Possess strong work ethics

· Successfully pass Law Enforcement background screening.

· Valid Florida driver’s license if driving an agency vehicle or a personal vehicle for company business

· Must have reliable transportation

· Participates in Agency Performance Quality Improvement (PQI) program and Accreditation/Reaccreditation process

· Mission driven attitude supplemented with integrity and passion

· Adherence to the highest ethical standards, personally and professionally

· A high level of openness and willingness to receive feedback/suggestions from superiors and others, and to learn new skills to improve job performance

· Evidence of deep alignment with the Vincentian CARES

EDUCATION AND EXPERIENCE: (Pending on position and if prior to hire is approved by Chief Executive Officer, a comparable amount of training, education or experience may be substituted for the minimum education qualifications)

· Two or more years of experience in training coordination, event planning, human resources, or administrative support preferred.

· Exceptional organizational skills and attention to detail.

· Strong interpersonal and communication skills.

· Excellent computer skills, including Microsoft Word, Excel, Outlook, and PowerPoint.

· Ability to manage multiple projects, prioritize deadlines, and work independently.

· Strong problem-solving skills, initiative, and follow-through.

· Professionalism, flexibility, dependability, and a commitment to excellent customer service.

GENERAL PHYSICAL DEMANDS: These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the job. Reasonable accommodation can be made, if appropriate, to enable people with disabilities to perform the described essential functions of job.

MENTAL DEMANDS: Working in an office/site requires prolonged sitting at the computer workstation; standing, bending, reaching, lifting up to 40lbs. and some driving. Requires manual dexterity sufficient to operate standard office machines such as computers, fax machines, calculators, telephones, and other office equipment. It is also required to regularly sit, speak, and listen, the employee is also required to walk, use hands and fingers to type, operate equipment, and maintain records and notes. Specific vision abilities required include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

MENTAL DEMANDS: Must handle new and diverse work problems on a daily basis. Personal maturity is an important attribute. Must be able to resolve problems, handle conflict, and make effective decisions under pressure. Must have the ability to listen objectively to people, perceive the real problem and assist in bringing issues to a successful conclusion. Must relate and interact with, volunteers, clients, contractors, visitors, and employees at all levels within the Agency.

WORK ENVIRONMENT: Environment will occasionally become noisy due to equipment operations and interactions among clients and staff. There may be the possibility of being exposed to communicable disease, possible exposure to verbal abuse or similar behavior from residents/clients. On an as needed basis, employees may be called upon to work outside of the established work schedule or work odd hours. All information associated with the Agency is confidential.

Vincentian CARES is an Equal Opportunity Employer.