Description
ABOUT CWEA
The California Water Environment Association (CWEA) empowers, educates, and connects water professionals to protect California’s most critical resource: water. The association’s community of nearly 11,000 professionals represents all facets of wastewater management and resource recovery, from operators to lab technicians to engineers.
Founded in 1928, CWEA proudly unites wastewater professionals across California to address real-time issues, develop and deliver cutting-edge training, raise awareness of the profession, and shape the future of wastewater. In support of CWEA’s vision of a sustainable California water environment, the organization pursues its mission of empowering, educating, and connecting water professionals to protect public health and the environment. CWEA is a nonprofit organization with an annual budget of approximately $7M and a dedicated staff of 19 employees.
Position Summary
The Education Coordinator provides essential administrative and operational support for CWEA’s education and training programs, including conferences, workshops, and webinars. This role is ideal for a highly organized, detail-oriented professional who enjoys using systems and processes to support learning programs, coordinating logistics, collaborating with diverse stakeholders, and contributing toward team success.
The Education Coordinator plays a key role in ensuring that education programs run smoothly before, during, and after events — serving as a reliable point of contact for staff, volunteers, speakers, and members.
ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES
Education & Event Support
Provide administrative and logistical support for conferences, workshops, webinars, and training programs.
Support volunteer committees and working groups by coordinating meetings, preparing agendas and materials, recording notes and tracking follow-up items.
Assist with recruiting, coordinating, and communicating with speakers, volunteers, and facilitators.
Assist with speaker management for all education programs, including assisting with call for proposals, coordinating proposal review with volunteers, maintaining speaker records in the event platform, and supporting speaker communications and logistics.
Support registration activities including reports, badges, materials preparation, shipping, and on-site check-in.
Assist with on-site activities such as badge preparation, materials assembly, shipping and receiving, reporting, and attendee check-in.
Help compile and distribute post-event materials and evaluations.
Coordinate contact hour documentation and assist with processing attendance records.
Communications & Materials
Assist CWEA Marketing department with preparation of event communications, and “Know Before You Go” emails.
Support updates to event webpages and calendars.
Data & Systems Support
Enter, maintain, and reconcile event data across multiple CWEA databases and event technology platforms. Set up, configure, and manage event registrations for conferences, workshops, and training programs, including creating registration types, pricing, deadlines, and confirmation communications.
Pull basic reports from registration, learning and event management systems.
Assist with uploading content and materials to event and education platforms.
Administer surveys and assist with compiling and summarizing evaluation results.
Maintain organized electronic files, documentation, and shared resources.
Customer Service & General Support
Serve as a courteous, responsive point of contact for members, speakers, volunteers, and commercial partners.
Share timely and accurate information to other departments, including the Marketing, Member Services and Certification.
Assist with supply management and general program support for education programs.
Provide basic technical support to attendees, speakers, and staff using event technology tools.
Perform other duties as assigned in support of the Education Department and overall organizational goals.
Requirements
KNOWLEDGE, SKILLS, ABILITIES, EDUCATION, AND EXPERIENCE REQUIRED
Knowledge, Skills & Abilities
Strong technical aptitude and comfort using administrative features of software and digital tools.
Strong organizational, time-management and prioritization skills with high attention to detail and accuracy.
Ability to learn and effectively use new software platforms, event technologies, and internal systems.
Ability to manage multiple tasks, priorities, and deadlines in a fast-paced, collaborative environment.
Strong customer service skills with the ability to interact professionally with a wide range of stakeholders, in person and remotely.
Clear and professional written and verbal communication skills.
Working knowledge of standard office software and cloud-based tools, including Microsoft Word, Excel, Outlook, similar platforms.
Ability to work cooperatively with staff and volunteers in both in-person and remote environments.
Ability to follow established procedures while identifying opportunities for process improvement.
Experience
Minimum of 1–3 years of experience in an administrative, coordination, customer service, program support, or event support role.
Experience supporting meetings, events, training programs, or nonprofit/association operations is preferred.
Experience with basic data entry, reporting, and maintaining records in electronic systems preferred.
Experience working with volunteers or diverse stakeholder groups preferred.
Education, Certifications & Licenses
Meeting planning coursework or professional development is a plus.
PHYSICAL DEMANDS, WORK ENVIRONMENT, AND TRAVEL
The physical demands of the position are:
Stand and walk or sit alternatively depending on specific needs of day. Estimate 20% of time is spent on feet and 80% sitting at desk
Have occasional need to perform the following physical activities: bending/stooping/squatting, climbing stairs, pushing, pulling, twisting, lifting and reaching above shoulders
Have occasional need to perform standing and walking activities
Constant need to perform the following physical activities: writing/typing, grasping/turning, finger dexterity
Lifting/carrying up to 10 pounds frequently and up to 50 pounds occasionally
Vision requirements: constant need to complete forms, read reports, view computer screen. Frequent need to see small details. Frequent need to see things clearly beyond arm's reach
Hearing requirements: constant need to communicate over telephone and in person
This position will require occasional travel, including overnight travel for up to 4-5 nights at a time. CWEA expects this position to travel approximately 8-10 times per year for work purposes. CWEA covers all travel, hotel, per diem, and other approved travel expenses.
CWEA is dedicated to providing reasonable accommodations to meet the physical demands of this role as required under the Americans with Disabilities Act (ADA).
COMPENSATION
CWEA compensates employees according to a staff compensation policy designed to ensure equity. For this position, the established annual rate is $75,163. In accordance with policy, new employees start at 90% of this rate ($67,647) for the first six months. Following successful completion of this introductory period and demonstrated satisfactory performance, pay increases to the full established rate. Please note that CWEA is not able to negotiate a change in the pay rate.
BENEFITS
The following benefits are available to all full-time, permanent employees. This list is representative and not necessarily exhaustive of the full suite of benefits CWEA offers. For full details consult CWEA’s Human Resources team and/or the employee handbook.
Medical (Platinum-level), dental, and vision covered at 100% for employee and 60% for dependents
Anticipated 5% gross regular pay retirement contribution; eligible after six months
Access to company-sponsored 403b pre-tax and 403b Roth retirement plans
Employer-sponsored and covered Group Term Life and AD&D insurance
20 days PTO per year in years 0 – 5 of service (increasing to 23 days in years 6 – 10 and 27 days in years 11+)
12 paid holidays
An alternative Friday off work schedule in which employees work eight 9-hour days and one 8-hour day every two weeks, with alternating Fridays off
CWEA is an Equal Opportunity Employer. We do not discriminate in hiring or employment practices on the basis of race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or any other characteristic protected by law.
