Training Operations and Data Coordinator

The Dallas Children's Advocacy Center is seeking an experienced Training Operations and Data Coordinator for the Education and Training Department. 

GENERAL DESCRIPTION:

Provides operational and technical support for the annual Crimes Against Children Conference by managing core data systems, hotel and lodging coordination, and cross-functional workflows to ensure accuracy, integrity, and seamless execution of the event.

ABOUT DCAC: The mission of the Dallas Children's Advocacy Center is to improve the lives of abused children in Dallas County and to provide national leadership on child abuse issues. DCAC is a non-profit organization and the only agency of its kind in Dallas County, working in agreement with public and private agencies to investigate, prosecute, and provide healing services for child abuse 
cases in Dallas County. We reduce the victimization of the child, remove barriers to investigation and treatment, and enhance criminal prosecution with our distinctive multidisciplinary and united approach to these complex and severe cases, all at no cost to our clients. Each year, DCAC serves over 13,000 children and their non-offending family members. 

We are a national and international leader in the Children's Advocacy Center movement, recognized 
for our expertise in the identification, investigation, and prosecution of child abuse cases; cutting edge clinical services and programs for the victims and their non-offending family members; and our community and professional training programs.

Essential Duties and Key Responsibilities:

Data Systems, Migration and Information Management

Serving as the primary point of contact with Cadmium and overseeing implementation of all related services across Conference operations.

• Leading data planning, mapping, extraction, and migration between Abstract, Ed Harvester, Expo Harvester, Cadmium, and the CACC website.
• Providing first-line technical troubleshooting for speakers, staff, and internal users experiencing Cadmium, app, or schedule-related issues.
• Structuring and maintaining all data feeding the event website and app (speakers, exhibitors, workshops, evaluations).
• Building and managing speaker tasks, timelines, and automated communications; monitoring completion and assisting speakers with missing materials.
• Auditing and verifying speaker submissions (bios, titles, descriptions, session assignments) for completeness, accuracy, and readiness for scheduling.
• Reviewing uploaded speaker presentations to ensure required formatting, template usage, and file standards are met prior to publishing.
• Developing and executing a comprehensive migration plan, including risk identification, dependencies, and system testing.
• Building and managing session and conference evaluation surveys in Cadmium, ensuring accurate data collection for CE and reporting needs; reviewing evaluation data to identify trends, inform decision-making, and support continuous improvement for future events.
• Conducting pre-conference testing of Cadmium modules, website session listings, and event app features to ensure accurate launch and user experience.
• Auditing, reconciling, and cleansing historical and incoming data to ensure high system integrity.

Conference Session Scheduling

Leading the comprehensive development, organization, and accuracy of the conference session schedule (500 workshops), based on content and speaker selections made by the CACC Team.

• Preparing all session data (descriptions, learning objectives, presenter details) for accurate and complete scheduling.
• Assigning rooms, time slots, seating capacities, and layout needs in coordination with team members.
• Ensuring session content (titles, bios, tracks, objectives, session descriptions, and CE requirements) meets quality and formatting guidelines.
• Identifying and resolving logistical scheduling conflicts (speaker availability, room constraints, track balance).
• Overseeing Cadmium Scorecard workflows to ensure speaker tasks, uploads, and required materials are completed accurately and on time.
• Providing support to speakers throughout the submission and scheduling process, ensuring timely responses to questions and maintaining a high level of customer service.
• Proofreading and auditing all session details prior to publishing to ensure accuracy across Cadmium, the website, and the event app.
• Managing real-time schedule updates before and during the conference and ensuring timely communication of changes.

Strategic and Cross-Functional Support

Serving as a core member of the Training & Conference Team to support long-term sustainability, attendee experience, and operational effectiveness.

• Applying forward-thinking and collaborative problem-solving to support conference workflow, revenue goals, and content delivery.
• Participating in cross-department alignment with Education, Marketing, Advancement, Finance, and external partners to ensure consistency across conference operations.
• Supporting on-site workshop logistics, schedule adjustments, and attendee communications as needed.

Operational Continuity & Project Management

• Providing cross-training support to ensure continuity of operations.
• Documenting workflows, maintaining SOPs, and reducing single-point-of-failure risks across conference and training functions.
• Maintaining shared conference timelines, internal deadlines, and task trackers to ensure alignment across the Conference Team and partner departments.
• Identifying and implementing workflow improvements to increase efficiency and enhance attendee and speaker experience.
• Serving as a flexible operations resource as needs shift throughout the planning cycle.
• Preparing end-of-cycle documentation and process summaries to support smooth transitions into the next conference planning cycle.

Hotel Block & Lodging Coordination

• Creating and managing conference hotel room blocks (government, industry, staff, and suites) in accordance with contract requirements.
• Monitoring hotel pickup, reservations, and no-show activity to ensure maximum rebate revenue.
• Ensuring accurate hotel information is reflected in registration materials, confirmation communications, and the CACC website.
• Tracking cancellations and reassigning rooms as needed to optimize block utilization.
• Coordinating lodging for on-site staff, VIPs, and selected speakers; managing hotel upgrades strategically to maximize event benefit.

Speaker Travel & Operational Support

• Coordinating air and lodging arrangements for select speakers, partners, and VIPs through a third-party travel vendor.
• Communicating itineraries and updates to ensure alignment between speaker availability and the conference schedule.
• Participating in pre-conference planning and post-event hotel settlement meetings.
• Providing cross-coverage for time-sensitive operational needs during peak periods.

QUALIFICATIONS AND SKILLS

Education and Experience: High school diploma or equivalent and 3–4 years of experience in data management, project/event management, or conference operations. Experience in child abuse field preferred.

License(s) or Certifications:

Valid Texas Driver’s License and reliable transportation.

Knowledge, Skills, and Abilities:  

• Knowledge of conference or training operations, including scheduling, logistics, and speaker coordination.
• Knowledge of data management principles and the interconnectedness of multiple platforms, quality assurance methods for reviewing data, documents, and digital content.
• Knowledge of workflow processes, timelines, and project management fundamentals, including professional communication processes and customer service standards.
• Skilled in organizing and prioritizing complex, multi-step tasks.
• Strong attention to detail and accuracy in data entry, proofreading, and system updates; skilled in using databases and digital systems to manage large volumes of information.
• Skilled in problem-solving, troubleshooting, and resolving technical or logistical issues in a fast-paced environment.
• Ability to manage multiple projects simultaneously in a highly deadline-driven environment with shifting priorities, anticipating downstream impacts of decisions and maintaining an awareness of dependencies in complex workflows.
• Ability to collaborate effectively across departments, maintaining clear and proactive communication and adapting to changing needs, shifting priorities, and emerging issues.
• Ability to work independently with minimal supervision while ensuring accuracy and consistency.

WORK ENVIRONMENT:

Work Location: Some must be performed in the office and some work may be performed remotely, depending on the nature of the business. Must be able to remain on-site for the full duration of conference week and work extended hours as required (early mornings, evenings, occasional weekends).

Mental and Physical Abilities: Duties are usually performed seated with occasional periods of standing or walking. Limited physical effort is required associated with lifting and carrying objects (less than 25 lbs). Ability to navigate large conference venues and multiple hotel properties efficiently throughout the event.

Working Conditions: Work may be performed but is not limited to an office environment.

Essential Functions: This job description should not be interpreted as all-inclusive.  It is intended to identify the essential functions and requirements of this position.  The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this job description.

Core Values: 

Must demonstrate/live our organization’s core values:  

1. We are child-centered, family-focused, and community-driven,  

2. We act with dignity and compassion in all that we do,  

3. We recognize our staff as our greatest asset, and  

4. We operate as a seamless team. 

DCAC is proud to be an Equal Opportunity Employer and we believe in an inclusive culture. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.

BENEFITS:
▪ 100% Paid Employee Health Insurance-PPO
▪ 100% Paid Employee Dental Insurance
▪ 100% Paid Short Term Disability
▪ 100% Paid Long Term Disability
▪ 100% Paid Basic Term Life and AD&D Benefits (one times your annual earnings up to $50,000)
▪ Vision Insurance through Superior Vision
▪ Pet Insurance through Nationwide
▪ Legal Services through Freshbenies
▪ Flexible Spending Account
▪ Dependent Spending Account
▪ Six (6) weeks' of paid Parental Leave
▪ Employee Assistance Plan (EAP)
▪ Health Advocate
▪ WellVia Teladoc Program
▪ 403b Retirement and Contribution Plan with up to a 4% employer contribution
▪ Supplemental Insurance: Accident Insurance, Hospital Indemnity Insurance, Critical Illness 
Insurance
▪ Bilingual Stipend (English/Spanish) of $2,700 annually
▪ Cell Phone Stipend
▪ 10 Paid Holidays
▪ 2 Floating Holidays
▪ 14 Wellness Days
▪ 10 Vacation Days
▪ DCAC participates in the Public Service Loan Forgiveness Program (PSLF)

Salary : $2,700 - $50,000