Events & Enrollment Coordinator at The Allender Center
Reports to: Director of Products & Brand The Allender Center
Department: The Allender Center
FLSA Category: Hourly, Non-exempt
Average Hours per Week: 40
Summary
The Events and Enrollment Coordinator is primarily responsible for executing the enrollment processes for our programs and event tasks for the Allender Center’s collection of signature Healing Workshops, including Story Workshops, Recovery Weeks, in-person events, and the in-person cohort of Narrative Focused Trauma Care (NFTC) Level I. They work cross-functionally to deliver high-quality experiences aligned with the nonprofit’s mission and values, while engaging professionally with participants, alumni, and partners to continuously enhance the quality and impact of the programs.
The Allender Center is home to Narrative Focused Trauma Care (NFTC), a theologically & psychologically integrative model based on the lifelong work of psychologist and author Dr. Dan Allender. Housed under the umbrella of The Seattle School of Theology & Psychology, the Allender Center focuses on understanding the nature of trauma and abuse and healing from its impact on individuals, couples, and communities. Through healing-focused workshop experiences, formal training opportunities in the NFTC model, and a collection of public resources for anyone interested in understanding and healing from trauma, the center aims to deliver experiences that utilize and showcase our NFTC approach.
Essential Functions
The Allender Center Events & Enrollment Coordinator is responsible for:
Workshop Coordination & Event Hosting
Story Workshop and Recovery Week Programs
- Monitor event budgets, ensure fiscal responsibility through revenue and expenditure tracking, and process timely payments for program-related contracts and invoices
- Serve as the primary point of contact and maintain communication with participants, instructors and facilitators, partners, and vendors, navigating relationships to ensure successful program delivery
- Handle all logistical arrangements and hosting for in-person and virtual events, including venue scouting and booking, A/V, vendor coordination, hospitality arrangements, team travel arrangements and itineraries, and materials preparation
- Act as an on-site or virtual event host for Story Workshops, ensuring high-quality participant and facilitator experiences
- Collaborate with the Director and team to deliver updates and reports, review program success through participant feedback and other metrics, and implement ongoing improvements to enhance existing offerings
- Maintain accurate records of participant data, program details, and financial transactions using the organization’s CRM and other data retention and tracking systems
- Monitor programs for compliance with relevant policies, regulations, and standards
- Create and maintain procedure manuals, guidelines, and event planning documentation, ensuring they are up-to-date and reflect current practices
- Monitor program inboxes, triage emails, and ensure timely responses to applicants, participants and stakeholders
- Recruit, schedule, and coordinate volunteers for event support when applicable
- Travel to events when required
Additional Event Coordination & In-Person Hosting
- Coordinate preparation and conduct event hosting for the In-Person Cohort of NFTC Level I participants during weekend programming that occurs four times per year
- Coordinate and act as host liaison for in-person conferences and speaking engagements, including setting up registration, booking travel, communicating with speakers and hosts, and answering customer service questions related to the event
Registration and Enrollment Representative
- Collaborate with central Enrollment department to build applications and forms
- Handle participant registration and enrollment, screen applications, award and track scholarships, process program fee payments, and address customer inquiries, ensuring a positive experience from start to finish for events and programs
- Convert inquiries to applicants by building rapport and educating prospective participants about the Allender Center program they are interested in; Offer warm, inviting, and informed presence to potential applicants and warm leads, following up when necessary
- Record and maintain accurate contact information, relevant data, relationship context, and application data with thorough attention to detail utilizing a Customer Relationship Management system (CRM)
- Coordinate with workshop facilitation leaders to ensure group capacities for each event align with facilitator availability, obtain participant data for small group placement, and collect participant story submissions when applicable
- Coordinate interview process with established interviewers for Recovery Week applicants
- Host informational coffee hours for events and programs as needed
Collaborative Work and Special Assignments:
- Participate in additional projects, event coordination, or short-term tasks to support key events and organizational goals, as is often necessary within a small, mission-driven nonprofit
- Participate in collaborative spaces with teams to think with generativity toward meeting collective goals across the organization
Knowledge, Skills & Abilities
- High School Diploma required, Bachelor’s degree preferred
- 2+ years in program or event coordination and administration, ideally in nonprofit or social impact setting
- Requirement for candidates to live in the Puget Sound area of Washington state with capacity for a hybrid work schedule and periodic onsite event hosting in the Seattle area
- Preference for candidates who have received training in our Narrative Focused Trauma Care certificate program, or have experience and familiarity with other Allender Center programs
- Passion for trauma healing through story-based approaches; and alignment with and appreciation for the mission and values of The Seattle School and the Allender Center
- Strong interpersonal, written, and verbal communication skills for engaging effectively with a diverse array of customers, internal team members, and other stakeholders
- Highly personable presence and a warm professional demeanor
- Strong self-starter who can take initiative and work independently to create, concretize, and implement plans, while remaining well connected to a collaborative team
- Demonstrated organizational capacity, time management skills, and high attention to detail and accuracy while handling multi-layered projects and program execution
- Experience tracking budgets and expenses, and ensuring financial compliance
- Proficiency in event planning, including coordinating with internal stakeholders and external vendors, and adhering to timelines
- Maintain productivity and composure in dynamic and evolving settings, including adapting to challenges, problem-solving, and responding smoothly to shifting priorities and deadlines
- Demonstrated commitment to contribute to and advance a culture of diversity, equity, and inclusion in employee and participant spaces, in order to implement practices that ensure accessibility and support for all
- Proficient with G Suite, Microsoft Office, CRM systems, and project management tools (Asana experience a plus); able to learn new platforms and collaborate with IT to implement tech solutions
- Ability and willingness to handle physical event setup (lifting up to 35 lbs)
Compensation & Benefits
The Seattle School of Theology & Psychology provides competitive total compensation package aligned with the nonprofit market. The pay range for this position is $25.00 – $26.00 per hour. The total compensation package also includes generous paid time off, healthcare, retirement benefits, a bus pass subsidy, tuition waiver benefits, and a flexible, supportive environment. The schedule is negotiable, and work can be completed in a hybrid model of remote and onsite office hours. In addition, the position may require travel periodically for program offerings, and to attend occasional functions outside The Allender Center to represent the Center or program department.
Application Process
About the Employer
Established in 1997, The Seattle School of Theology & Psychology is an interdisciplinary graduate school committed to training people to be competent in the study of text, soul, and culture to serve God and neighbor through transforming relationships. We enact our mission through our various training programs in our graduate school, Allender Center, and Center for Transforming Engagement. Employees at The Seattle School strive to hold the capacity to see relationally and to allow room for the complexity and nuance needed as the global body of Christ
Federal employment non-discrimination rules preserve the freedom of faith-based organizations to hire according to faith. State and local employment civil rights laws include a similar exemption for faith-based organizations such as The Seattle School of Theology & Psychology.