Let’s get one thing straight: the organizational expertise of Ada Jackson and Gabrielle Wallen have been understudied and deserve far more recognition.
Jackson and Wallen work for the UNCF/Mellon Programs under the directorship of Cynthia Spence, and they recently coordinated the program's annual conference. I've long noticed and benefited from their organizational expertise, but until now, I've somehow failed to document the remarkable work they do behind the scenes.
Maybe that's because too many of us take such work for granted. Maybe it's because we tend to focus on the people on stage rather than those who make the stage possible. Maybe and hopefully, as my dear mentor Jerry Ward would say, it's not too late.
Their work is all around us, and at the same time, it seems invisible, simply because people refuse to see it. Thanks, Ellison, we heard you. This year, after working with colleagues to organize a few mini-workshops at my university, I've become even more inclined to seek out and pay close attention to expert organizers like Jackson and Wallen. It took just about every one of my brain cells to assist in pulling together a gathering of approximately 10 advanced graduate students and scholars.
Well, Jackson and Wallen coordinated a conference involving more than 10 times as many people. And they've been doing this kind of work year after year.
Spence, Jackson, and Wallen have developed an impressive pre-conference process. Months in advance, they send a "save the date" email to their expansive network. Next come the follow-ups, inviting people to express interest and register. Meanwhile, Spence is working her network, reaching out to people at smaller institutions who may not have attended previously, as well as colleagues across the country whom she hopes to bring into the gathering.
Jackson and Wallen then begin the complicated work of coordinating with attendees. They arrange flights, lodging, and dietary accommodations. Somewhere in the background, they're also organizing airport shuttles and transportation between conference locations.
At the same time, the team is developing the conference program, refining the central topic, identifying keynote speakers, and arranging concurrent panels. All these moving parts require countless decisions, communications, and adjustments long before anyone arrives.
By the time we attendees show up, we encounter the results of months of careful planning. An undergraduate assistant welcomes us, provides name badges, and distributes conference materials. There's a packet with the schedule and other essential information. You attend enough conferences, and you begin to take these things for granted.
But Spence, Jackson, and Wallen go beyond the basics. They take special care to ensure that the conference gift bags contain things attendees can actually use. A portable phone charger. A really nice journal. Thoughtful items that make the experience more convenient and enjoyable. They're all about the details.
And then there are the meals. Their conferences have a high standard for hospitality. Years ago, during one gathering, I overheard a hotel manager apologizing to Spence because something had fallen short of expectations. I hadn't noticed anything wrong, but from his apology, I could tell that he understood she had distinct standards and that he and his staff had not met them. Spence was gracious and understanding. Without realizing it, she was giving me several lessons at once about leadership, accountability, and professionalism.
At the close of the conference, Jackson and Wallen are still moving around, making sure everyone knows when their airport shuttles are scheduled to depart. We load onto the buses, and when the final shuttle pulls away, there they are, waving and bidding us farewell.
From the earliest planning emails to the departure of the final guests, Jackson and Wallen are there, attending to details, solving problems, and making everything look easier than it is. Their organizational brilliance deserves to be seen, studied, and celebrated.
