Meetings Coordinator, SBM, GSF

CLIENT ASSOCIATION: Society of Behavioral Medicine (50%) & Growing Spine Foundation (50%)

POSITION REPORTS TO: Senior Meetings Manager, SBM; Executive Director, GSF

EMPLOYEE STATUS: Non-Exempt

GENERAL SUMMARY: The Meetings Coordinator provides general administrative support for the SBM Annual Meeting, GSF Annual Meeting and various small meetings. This position aides in the successful planning and implementation of these meetings with a focus on the registration and logistics. It also serves as a point of contact for inquiries relating to these meetings.

POSITION RESPONSIBILITIES (37.5 hours/week) :
Responsibilities include, but are not limited to:
Registration/Meeting Coordination

Coordinate and implement all aspects of meeting registration processes including: database set-up (through iMIS 15), form processing, payment collection and confirmation distribution, and manage onsite registration desk at live events;

Coordinate and implement all aspects of registration materials needed including attendee packet creation, bag inserts/stuffing, registration forms and ship out with the input from appropriate staff as needed;

Answer telephone, fax and email inquiries from meeting attendees regarding registration/housing for the Annual Meetings;

Maintain accurate reports for educational activity analysis including registration pace reports, attendee analysis reports, budget comparison reports, etc.;

Coordinate with appropriate staff for distribution of meeting-related broadcast emails (registration and housing deadlines, etc.);

Track and communicate with speakers regarding presentation times, poster and handout deadlines, etc. (SBM)

Develop and implement ship-out (timelines and processes) for all live meetings and activities;

Develop and have printed all on-site signage and banners;

Manage the meeting supply inventories;

Submit and request changes for the meeting websites, as needed;

Send abstract submission reminder emails as needed (submission deadline, reviewer reminders, presentation reminders);

Run abstract submission reports and assist with offsite meeting prep as needed (print and organize all abstracts for program planning meeting, prepare shipment);

Assist with testing various meeting related processes including but not limited to: abstract submission, abstract reviews and mobile app;

Attend and record committee calls, complete minutes.

Additional GSF Meeting Responsibilities:
Work in conjunction with Executive Director to research potential meeting venues, prepare for and conduct site visits, and make final site selections for meeting venues;

Source vendors, manage pre-meeting logistics planning and execute on-site implementation for ICEOS, including but not limited to: meeting space, audio/visual, food and beverage, sleeping rooms, poster/exhibit space, decorating services, signage, securing appropriate event/cancellation insurance, etc.

Act as liaison to GSF’s Program Committee, assisting in the identification and implementation of committee goals and objectives, and providing direct administrative support with regard to meetings, conference calls, minutes, and reports to the Board;

Manage the Continuing Education application and reporting processes for GSF;

Actively manage the development of Operations Schedules and Operations Manuals.

Handle EDI and GSF administrative procedures, such as processing invoices, cash sheets, check requests, etc.;

Provide general office support including conference calls, answering inquiries, file maintenance for GSF;

Provide administrative support to the Executive Director, including file management, preparing and coordinating meeting materials and drafting and distributing meeting minutes and correspondence.

Other

Assist Executive Director (SBM & GSF) and Senior Meetings Manager (SBM) with providing administrative support to Societies’ leadership, including but not limited to, travel for committee members or meeting delegates;

All other duties as assigned

AMOUNT OF TRAVEL REQUIRED: Approximately 3 weeks per year, including some evenings and weekends.

EDUCATION/EXPERIENCE REQUIREMENTS:
Bachelor’s degree preferred.

Detail-oriented with outstanding organizational and critical thinking skills.

Exceptional written and verbal communication skills.

Demonstrated ability to work independently and in a small team environment.

Ability to prioritize varied assignments and handle multiple projects.

Computer proficiency required, especially in Word, Excel, Outlook and PowerPoint.

Experience in meeting planning a plus.