Coordinator, Conference

The Conference Coordinator assists in the delivery of the AMPP annual conference and area/topical events, providing strong administrative and logistical support. The position works closely with the Conference Manager in executing the details of the annual conference and is cross trained in both area and topical event support.

FLSA STATUS: NON-EXEMPT

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Developing and executing (or deploying/delivering) frequent and effective communications with volunteers, speakers, and staff who contribute to events
• Overseeing, direct and monitor conference vendors to ensure timely and accurate delivery of contract services.
• Creating event website content ensuring accurate, up-to-date and relevant information for attendees and potential customers.
• Contributing expertise and relevant updates on conference committee planning calls ensuring volunteer leaders possess the most up-to-date information on the status of the event.
• Establishing food and beverage requirements and forecasting consumption including creating menus and maintaining appropriate records to ensure that the most accurate budgets are developed.
• Developing, monitoring and managing event F&B budgets ensuring event net revenue goals are met.
• Serving as the primary contact for hotel staff and attendees for select events 24/7 while on-site including in the event of an emergency
• Coordinating the set up and monitoring of the abstract submission process, review, copyright, and scheduling of event presentations in the abstract management software
• Collaborating with the marketing department in the creation of content for all programs (i.e., Advanced Program, Final Program, Research Session Booklet, Student Poster Abstract Booklet)
• Coordinating the creation of conference proceedings with the external vendor for the annual conference and assigned topical events (i.e., copyright form reconciliation, final paper submission, review proofs, order fulfillment)
• Organizing all aspects of the student poster session at the annual conference with guidance from the member chair and vice chair (i.e., abstract submission, poster categorization, creation of abstract booklets, on-site setup, student orientation, judge assignments, certificate creation, award session, etc.)
• Participating in the creation and delivery of on-site training sessions and social events (i.e., speaker breakfasts, officer orientations, networking receptions, etc.)
• General administrative duties may include answering phones, filing, making travel arrangements, coordinating special projects, process mail, develop and/or coordinate expense reports, maintaining supply inventory, etc. as outlined in the operations manual for this role.

SUPERVISORY RESPONSIBILITIES

No supervisory responsibilities required for this role.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. An ideal candidate will have a keen eye for detail, strong organizational skills, clear and concise written communication.

TRAVEL REQUIREMENTS

• Ability to travel; travel is expected 10-20% of time
• Passport is required
• Ability to get visa for major countries

EDUCATION and/or EXPERIENCE

• Bachelors Degree or three (3) years of experience in association management or related fields.
• Event planning experience preferred.

LANGUAGE SKILLS

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, members, employees of the organization, customers, and the general public.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, commissions, etc. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations. Ability to develop and interpret business graphs.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, verbal, diagram, or schedule form.

OTHER SKILLS and ABILITIES

• Must possess a specific level of communication skill both verbal and written.
• Ability to work in a multi-task environment taking into account various external factors.
• Ability to communicate efficiently and accurately to both managers/supervisors and staff.
• Must exhibit flexibility, persistence, problem-solving skills, teamwork skills, and time management skills.
• Must be computer literate with knowledge and experience in Adobe Acrobat, word processing, and spreadsheet softwares.
• Ability to learn and use association specific software.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand; walk; climb or balance; and stoop, kneel, crouch, or crawl.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.