Awards Coordinator

Awards Administrator

Job Description

Title: Awards Administrator

Employment Status: Full-Time

Reports To: Director of Member Engagement

Direct Reports: None

Location: St. Joseph, Michigan (Hybrid)

About the Role

The Awards Administrator ensures the seamless execution, strategic growth, and continuous improvement of the ASABE Awards and Recognition Program, managing all operational aspects of honors, paper awards, competitions, scholarships, and the Fellows program from initial nomination through final award presentation.

Working Environment and Expectations

• Work Arrangement: Hybrid schedule with a minimum of two days per week in the office (Wednesday required, plus one flexible day).
• Travel Requirements: Mandatory travel to and on-site support at AIM (the annual international meeting) and AETC (the Agricultural Equipment Technology Conference).
• Schedule Expectations: Hours may increase during peak seasonal deadlines (e.g., submission deadlines) and during on-site events.
• Professional Standards: Position works closely with volunteers, committee chairs, Society members, and staff across all departments; professionalism, respect, and collaborative communication are required at all times.

Decision Latitude and Authority

• Exercises full administrative and operational decision-making authority for the ASABE Awards and Recognition Program.
• Coordinates with approved vendors for purchased goods and services.
• Financial expenditures require prior approval from the Director of Member Engagement.

Key Responsibilities

1. Strategic Growth and Portfolio Oversight

• Provide strategic oversight across all awards, competitions, scholarships, and recognition programs to actively drive growth in application volumes, candidate nominations, and awards event participation.
• Analyze annual participation metrics and point-of-entry trends to identify growth opportunities across all membership.
• Continually evaluate if programming is meeting the needs of our Society members and matches the demographics of ASABE members.
• Develop and execute targeted outreach and marketing strategies in collaboration with communications staff, committee chairs, and department heads to expand candidate pools and reach underrepresented member segments.

2. Awards and Fellows Program Management

• Oversee the administration, promotion, and execution of ASABE Major Awards and Fellows programs.
• Partner with selection committees to coordinate, streamline, and facilitate review processes.
• Serve as primary staff liaison to the M-102 Awards Coordinating Committee, assisting the chair with meeting agendas, policy updates, program metrics, and logistical support.
• Provide status reports on award nominations, and overall program performance to the ASABE Foundation.
• Invoice sponsors of non-endowed awards annually and support staff and Foundation members in securing new sponsorship opportunities.
• Facilitate selection and recognition processes for minor awards, honors, and recognitions.
• Draft, edit, and proofread biographical copy for award booklets, Fellow Induction programs, and the Awards Hall of Fame.
• Write comprehensive scripts for the Awards Recognition Luncheon, Fellow Induction Ceremony, and the General Session.
• Oversee the design, layout, and production of award program booklets and Fellow program brochures.
• Build slide-deck presentations, order physical awards/trophies, and specify event signage needs for AIM.

3. Student Awards, Competitions and Scholarships Administration

• Administer all student awards, competitions, and scholarship programs, evaluating pathways to increase student team and individual participation.
• Promote student opportunities through ASABE publications, university department networks, and targeted communications.
• Collaborate with student competition and scholarship committees on judging guidelines, review processes, and rule or bylaw updates.
• Maintain up-to-date program information, rules, and submission forms on the website.
• Order recognition items, certificates, and cash prize disbursements for all winners.
• Coordinate with student officers on annual meeting roles; develop scripts for the student officers moderating oral competition sessions.

4. AE50 and Davidson Prize Programs

• Manage the application process for AE50 awards, driving outreach to increase submission rates across ag-tech companies and equipment manufacturers.
• Manage entry collection and coordinate review processes with judging committees.
• Order plaques, prepare scripts, and organize presentation logistics for the AE50 ceremony held at AETC.
• Coordinate with the Davidson Prize selection committee and AEM (the Association of Equipment Manufacturers) to select and announce prize recipients.

5. On-Site Event and Meeting Management

• Supervise logistics and stage presentation flow for major on-site events:
• • Awards Recognition Luncheon
  • General Session
  • Fellows Recognition Ceremony
• Provide briefings, direction, and support to award recipients and Fellow inductees on-site.
• Oversee the setup of award presentation staging, student competition areas, photography of awardees, and recognition displays.
• Attend key committee meetings at AIM, including:
• • M-102 Awards Coordinating Committee
  • E-08 Fellows Committee
  • P-120 Student Competitions Committee

6. Database and Administrative Maintenance

• Maintain accurate records, nomination histories, and committee rosters within the membership database.
• Continually update Standard Operating Procedures (SOPs), seek new efficiencies in procedures, and streamline submission processes to reduce barriers to entry for applicants.

Qualifications and Skills

Education

• 3 years awards management conference management experience, bachelor’s degree preferred. Experience in Nonprofits environments preferred.

Experience and Core Competencies

• Exceptional organizational and project management skills with the ability to manage multiple overlapping timelines.
• Demonstrated ability or strategic mindset to drive program growth, applicant engagement, and participation numbers across diverse member categories.
• Strong written and verbal communication skills.
• High attention to detail and proactive problem-solving abilities.
• Demonstrated ability to build positive working relationships with volunteers including industry stakeholders, academic representatives, students, etc.

Technical Skills

• Proficiency in Microsoft Office Suite
• Familiarity with web content management systems (WYSIWYG tools).
• Experience with association database/CRM systems (iMIS) and online award submission platforms (e.g., OpenWater).

This small international nonprofit is located in St. Joseph MI.