Virtual Collaboration Technology Senior Specialist

The Virtual Collaboration Technology Senior Specialist works with the ITS team at ACE and is responsible for planning and managing logistics for live virtual sessions via audio, web conference, videoconference, and teleconference, and hybrid sessions. This includes working with a variety of internal and external stakeholders to ensure successful production and execution of ACE virtual and hybrid collaboration meetings. The ideal candidate is customer service-oriented, flexible, experienced with virtual collaboration technologies, detail-oriented, and able to balance competing priorities.

Essential Job Duties or Tasks:

• Other duties as assigned (which may include assistance with multimedia production activities such as supporting live sessions and providing suggestions regarding best practices, training and/or process improvements that will benefit ACE).
• Operate as part of the Virtual Technology and Multimedia Production team to plan and manage ACE’s use of virtual collaboration technology designed to inform and enlighten ACE members and the higher education community at large.
• Remain up-to-date on collaboration tool changes and enhancements and promptly communicate key updates to ACE staff via email.
• Maintain an inventory of virtual and hybrid meetings with detailed information of meeting data (dates/times, recording locations etc.).
• Manage virtual and hybrid meeting recordings and oversee post-production process by completing edits via applications such as Camtasia.
• Anticipate and promptly resolve technology challenges prior to the day of the meeting and inform presenters, moderators, and POC departments, if necessary, of any changes. Troubleshoot and resolve technical, scheduling, and content challenges in real-time.
• Manage vendor invoices for collaboration tools, partnering closely with the ITS budget manager.
• Maintain close contact with the ACE marketing and web strategy teams to help develop and implement virtual/ hybrid meeting promotion plans when necessary. This includes coordinating the development of audio and video “highlight” clips from meetings and preparing them to post on ACE’s website.
• Manage and maintain the VTMP Team’s virtual/hybrid meetings calendar.
• Responsible for developing timelines and communicating with department heads and senior leaders across ACE as well as external stakeholders (e.g., virtual speakers) to ensure all parties remain aligned on meeting requirements and are kept informed and up-to-date on production deadlines.
• Serve as a primary lead during the planning phase of managing virtual and hybrid meetings to gather the appropriate requirements and support needs.
• Maintain current data and provide reports as requested on registration, attendance, online polling and survey data captured via the virtual technology tools or platforms.
• Provide 360º management for all assigned teleconference, podcast, webcast, web conference and videoconference sessions including planning, registration, technical set-up, recording, distribution, and reporting.
• Lead the roles and responsibility task distribution for VTMP team for virtual and hybrid meetings requiring all hands assistance, including producing production documentation, overseeing testing and managing overall planning.
• Serve as the primary lead/project manager between various ACE departments, senior leadership and external participants for virtual and hybrid meetings and oversee all necessary technical elements for production and execution.
• Lead training sessions to provide users with refreshers and share information on collaboration tools; focus on continuous improvement by anticipating user needs and periodically developing user guides, tool manuals for technical and non-technical audiences.
• Serve as a primary resource for internal and external stakeholders, providing guidance on the development of strategies and production flows for both fully virtual and hybrid meetings.
• Oversee dry run/practice session process with ACE departments, moderators, and internal/external presenters.
• Manage several teleconference accounts and add/remove users as required.
• Collaborate closely with Facilities and Office Services (FOS) team to prepare for hybrid meetings and communicate requirements for onsite set-ups.

Education/Experience/Specialized Knowledge and Competency Requirements:

Required Qualifications:

• Proficiency with virtual collaboration technologies such as Zoom, Cisco Webex and videoconferencing systems/endpoints.
• Minimum of five years of experience planning and managing virtual and hybrid meetings.

Preferred Qualifications:

• Proficiency with Microsoft Office software suite.
• Ability to learn new technology platforms and to oversee their implementation.
• Effective communicator: in-person, phone, and in writing
• Multi-tasker with strong organizational skills.
• Detail-oriented; anticipates problems before they occur.
• Ability to work independently and meet frequent deadlines.
• Willing to take the initiative; seeks ways to improve the business practices related to virtual and hybrid meetings and the technology platforms used to conduct the meetings.
• Excellent interpersonal skills and a demonstrated ability to collaborate and work effectively.
• Experience with using video editing software or ability to learn quickly.

Working Conditions/Physical Effort:

Office environment. This position is open to a hybrid or in-person schedule, and the selected candidate will be required to manage in-person meetings as needed. Lifting and maneuvering of onsite technical equipment. Occasional travel.

** Please submit a resume and cover letter for consideration. **

We require the selected candidate to live within a 100-mile radius of our building, located at One Dupont Circle NW, Washington, DC 20036.

The American Council on Education is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, age, marital status, personal appearance, sexual orientation, gender identity or expression, family responsibilities, political affiliation, disability, matriculation, familial status, genetic information, source of income, place of residence or business, status as a victim of an intra-family offense, credit information, protected veteran status, status as a victim or family member of a victim of domestic violence, a sexual offense, or stalking.