Apply on Employer Site

Dallas Children's Advocacy Center · 2 weeks ago

Training Operations and Data Coordinator

Dallas Children's Advocacy Center - Dallas, TX 75228

Full-time

Hybrid

Mid Level

3+ years exp

The Dallas Children's Advocacy Center is seeking an experienced Training Operations and Data Coordinator for the Education and Training Department. This role provides operational and technical support for the annual Crimes Against Children Conference, managing data systems and ensuring the seamless execution of the event.

AdvocacyLegalNon ProfitSocial

Comp. & Benefits

Responsibilities

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

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

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

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

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

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

Qualification

Data managementConference operationsProject managementTechnical troubleshootingCustomer serviceAttention to detailProblem-solvingCollaboration

Required

High school diploma or equivalent and 3–4 years of experience in data management, project/event management, or conference operations

Valid Texas Driver's License and reliable transportation

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