Description

POSITION OVERVIEW

The Professional Learning Coordinator serves as a trusted operational, communication, and event coordination team member in a fast-changing, relationship-driven, and increasingly AI-informed environment. This role goes beyond traditional clerical support. It helps create clarity, protect time and attention, support sound decision-making, strengthen stakeholder relationships, and coordinate high-quality professional learning operations. The position requires strong judgment, exceptional organization, responsiveness, discretion, and the ability to manage complex logistics, contracts, communications, and documentation with a high level of accuracy and professionalism. The Professional Learning Coordinator expands the capacity of the association to cultivate transformative leaders who model and exert a visible and determined focus on educational equity to effectively lead public education in their communities.

ESSENTIAL FUNCTIONS

Develops & Maintains Event Registration

• Coordinates registration systems, event setup, participant tracking, invoicing, communications, and related website or database updates for professional learning events and programs.
• Monitors registration, calendar, and event information for accuracy and communicates needed updates in a timely manner.

Event Preparation, Onsite Support, and Follow-Up

• Coordinates onsite pre-event logistics, materials, participant support, meal coordination, evaluations, and event follow-up activities.
• Supports the acquisition of keynote speaker, venue and food and beverage contracts.
• Drives to venues across Washington and stays overnight as needed.
• Provides onsite event support and helps ensure smooth event operations and a high-quality participant experience.
• Coordinates with AWSP, OSPI, WSSDA, WSIPC, and other organization leaders.
• Supports academy, lunch and learn, and other virtual event planning timelines, including coordination related to communication schedules, video-conferencing session logistics, and milestone requirements.

Event Communications and Stakeholder Support

• Prepares and disseminates event-related communications, including registrations, confirmations, reminders, follow-up messages, sponsor emails, speaker emails, and related materials.
• Oversees clock hour applications and event evaluations in compliance with legal requirements.
• Supports smooth communication before, during, and after events to ensure a high-quality participant experience.

Executive and Operational Support

• Coordinates schedules, travel, meeting logistics, contract signatures, and workflow processes for the department and assigned leaders.
• Serves as a liaison between support and executive staff.
• Provides proactive support that advances planning, preparation, and efficient use of leadership time.
• Prepares briefing materials, meeting agendas, background information, and follow-up documentation.

Monitors contract-related details to support accuracy, follow-through, and compliance.

• Serves as a responsive point of contact for speakers, sponsors, venues, and participants.
• Drafts, edits, and organizes correspondence, summaries, agendas, talking points, and internal updates on behalf of the leader or department.
• Prepares summaries and decision-support materials that organize key information, open items, and next steps from meetings, documents, and stakeholder input.
• Coordinates support staff production and on-site event schedules.
• Helps ensure internal and external communications are clear, timely, and aligned.
• Provides direct support and thought-partnership to the Assistant Executive Director for Learning Innovation and AI and other assigned staff in support of WASA priorities.
• Tracks the successful execution of WASA professional learning grants and contracts, including deadlines, deliverables/reporting, and internal documentation.

Department Documentation

• Organizes department files, planning materials, event documentation, templates, reports, and tracking systems.
• Supports the creation and upkeep of timelines, status reports, and operational records for department initiatives.
• Maintains adopted department documents, templates, and records to support planning, reporting, and follow-up.

AI-Enabled and Digital Workflow Support

• Uses approved digital tools and AI-supported systems to assist with scheduling, drafting, meeting preparation, information organization, and workflow coordination.
• Incorporates AI-assisted outputs into drafts, planning materials, and operational workflows as appropriate and in alignment with organizational expectations.
• Helps identify routine processes that may be streamlined through appropriate technology use.
• Helps support the utilization of AI within WASA.

Ethical, Confidential, and Human-Centered Practice

• Handles sensitive information in accordance with organizational expectations, confidentiality requirements, and professional standards.
• Supports accurate documentation, reliable follow-through, and respectful interactions across professional learning operations.
• Maintains professional working relationships with colleagues, members, sponsors, speakers, partners, and vendors.

Requirements

REQUIRED COMPETENCIES

Human Connection

Builds trust through responsiveness, respectful communication, and strong relationship skills.

Sound Judgment

Prioritizes effectively, navigates complexity, and makes thoughtful decisions about escalation, timing, and next steps.

Learning Agility

Adapts quickly, learns new systems and expectations, and responds constructively to change.

AI and Digital Fluency

Uses workplace technologies and AI-supported tools effectively to improve efficiency and support high-quality work.

Clear Sensemaking

Synthesizes information, identifies what matters most, and communicates it clearly so others can act.

Operational Precision

Executes work with accuracy, organization, and follow-through across timelines, logistics, contracts, and documentation.

Ethical Stewardship

Handles information responsibly and approaches work with confidentiality, discretion, fairness, and accountability.

PERSONAL ATTRIBUTES AND PREFERRED QUALIFICATIONS

(Education, Experience, Skills, Abilities, Attributes, Knowledge)

• Minimum of three years of experience as a public school administrator, professional learning coordinator, or related program work required;
• Strong interpersonal, written, and verbal communication skills.
• Ability to build positive working relationships and provide responsive, professional support to a wide range of stakeholders.
• Strong organizational, project coordination, and follow-through skills, with the ability to manage multiple priorities and details accurately.
• Ability to exercise sound judgment, maintain confidentiality, and handle sensitive information with discretion.
• Ability to draft, edit, format, and organize correspondence, summaries, and related documentation.
• Ability to support contracts, logistics, documentation, and operational workflows with accuracy and consistency.
• Proficiency with Microsoft Office programs, including Outlook, Word, and Excel, and Google Workspace required.
• Experience integrating AI into workflows.
• Ability to learn and use new technologies, digital platforms, databases, and AI-supported workplace tools.
• Knowledge of relational databases and data management practices preferred.
• Knowledge of contracts, bookkeeping, invoicing, or related operational processes preferred.
• Experience supporting communications workflows, digital content updates, or event communications preferred.
• Experience with online content or media platforms, video-conferencing tools, event systems, or similar technologies preferred.
• College degree or equivalent relevant professional experience.

WORKING CONDITIONS

Safety is essential to job performance. Employees must exercise caution and comply with standard safety regulations and association procedures.

Physical Demands

• Indoor office environment
• Balancing, bending, crouching, kneeling, reaching, and standing
• Lifting, carrying, and moving work-related supplies and equipment
• Frequent hand and wrist motion, including keyboarding
• Frequent sitting