Professional Development Coordinator

Position Overview This position manages membership, certifications, and conference registrations for AAEA. The role supports members and works closely with the AAEA team to ensure high-quality professional learning and strong member engagement. This position requires state-wide travel and reports to the Director of Professional Learning. Responsibilities Membership Management Oversee the online membership database and registration system Maintain accurate professional learning records for members Prepare membership reports and other requested reports Process memberships and send dues invoices Assist with posting payments as needed Track dues status and follow up on unpaid invoices Respond to all membership-related questions and requests Monitor and manage contact forms within the database Set up online registration for events and ensure member access Support professional development efforts across the organization Order merchandise for constituent group meetings and retreats Conferences and Board Meetings Manage all aspects of conference registration Provide support to members and staff before and during conferences Attend conferences to assist with onsite registration and member needs Set up and maintain online conference registration Monitor registration numbers to ensure proper planning, including meals Coordinate hotel accommodations for members when needed Handle conference changes, cancellations, and member inquiries Prepare name badges and coordinate attendee materials or merchandise Assist in drafting board meeting agendas Support planning for the Summer Conference, including participant and exhibitor registration, assigning breakout sessions, presiders, and ambassadors, and creating detailed schedules with presenters, rooms, and AV needs Member Directory Collect updated information from school districts and education agencies Submit information for directory production Update the directory weekly to ensure accuracy Distribute directories to current members Office Operations Assist the Director of Professional Learning with designing professorial development offerings Serve as a point of contact for the membership database and registration system Assist the front office as needed File required monthly lobbyist reports Prepare and assist with renewal forms Ensure school district job postings are current and accurate Assist members with posting job openings Awards, Scholarships, and Certifications Process scholarship applications and ensure awards are distributed Assist with Administrator of the Year Awards Order plaques and ensure sponsor recognition is included Ensure members receive certification credit through the learning system Maintain certification records for all constituent groups Track certification renewals and updates Notify members about certification deadlines, updates, and opportunities Assist members with certification status and progress Maintain certification data in the database Prepare CPE forms, surveys, and certificates, ensuring requirements are met Maintain documentation for audit purposes Send certification documentation to district leadership as requested Additional Duties Perform other duties as assigned by the Director of Professional Learning and the Executive Director