American Thoracic Society

Coordinator, Meeting Services

US-NY-New York
1 week ago
ID
2017-1021
# of Openings
1
Category
Administrative/Clerical

Overview

Reporting to the Senior Manager, Meeting Services, the Coordinator, Meeting Services performs administrative and coordination functions related to the logistical aspects of the International Conference events, committee meetings and non-international conference activities. The position also requires travel.

Responsibilities

Coordination of International Conference Logistics:

 

  1. Data entry for Meeting Services specification database:
  • Obtain and Enter back-end data for Salesforce program such as menu, A/V inventory, general service contractor inventory, room name, location for the convention center and headquarter hotels.
  • Enter logistical data orders based on meeting requests from staff: A/V Company, General Service Contractor, Electric, Internet, Food and Beverage.
  • Assist Senior Manager on all logistical orders for Non-session, convention center related items. Label final conference floor plans with session codes correlating to each session entered into the resume program.
  1. Conference Responsibilities:
  • Track and maintain four to five hotel reward point programs and provide monthly status updates to Director. Calculate monthly hotel rewards and forecast usage – add estimated savings to Invoice Summary. Monthly follow up with hotel contacts is required.
  • Coordinate staff holiday party raffle via hotel points while tracking usage and arrange hotel accommodations for four staff members per year. Develop a gift card for each hotel giveaway; include instructions on how to book through our department.
  • Work with finance department to calculate airline rewards and apply to staff and location managers for International Conference – add estimated savings to Invoice Summary.
  • Organize, replenish and facilitate staff ribbons for International Conference by keeping inventory and tracking new orders. Work with outside vendor to execute staff orders.
  • Conference Registration bags, all inserts need to be coordinated internally and externally for the conference.
  • Track, coordinate, and accommodate all requests for special needs attendees via weekly reports from CDS. Facilitate and send confirmation to each attendee.
  • Work with Meeting Services Senior Manager and General Service Contractor to ship all staff boxes to and from the conference. Coordinate with staff on their shipping requests, onsite distribution and post conference needs.
  • Work with Associate Director of Meetings on corporate projects for each conference for rate card and Non-CME information.  Coordinate post conference reports relating to Non-CME and affiliate business
  • Coordinate comp rooms per contract, arrival and departure for 3-4 site visits per year. Work with Director, Associate Director Senior Manager and Manager on all requests associated with site visits.

 

  1. IT Responsibilities:
  • Work with staff, city and other resources to edit ATS Conference website pages annually PHASE 1 and PHASE 2: Letter of Invitation, Visa information, Travel/passport information, IC hotel map, IC hotel grid, Convention Camp, (child care program) Ad & registration form, General info page for International Conference/Scientific Meeting, Final program floor plans.
  • Work with Senior Director of Meetings to proof registration pages for PHASE 1 and PHASE 2.

 

  1. On-site Conference responsibilities:
  • Service all show management orders in the ATS Exhibit Hall.
  • Onsite contact for photocopy machine company to organize setup deliveries/breakdown and staff training.
  • Coordinate onsite ATS info booth temps. Assist Meeting Services Manager to conduct an orientation by providing a schedule and required materials.
  • On-site contact for child care program director, monitor and receive daily progress reports.
  • Support department as needed on site.

 

  1. Vendor Coordination:
  • Maintain and update yearly Master Vendor list.
  • Generate registration report via Xpress portal system upon staff requests.
  • Research first aid, photo copies and child care companies and present contracts to Senior Meeting Services Manager.
  • Research additional on-site services provided by a third party vendor as needed.
  1. Post Conference Management:
  • Assist with reviewing final invoices and coordinate Salesforce entry of final billing cost for each vendor.
  • Send W9 and perform invoice follow up for hotels regarding rebates and revenue share and food and beverage spend. Approximately 40 hotels.
  • Take inventory of overflow ear buds, registration bags, lanyards and badge holders. Label boxes and save inventory list to shared drive.
  1. Provide logistical support for the following non-Conference ATS activities:
  • Assist Senior Manager of Meeting Services as needed with administrative tasks.
  • Assist team members on committee meetings and other projects as needed.
  • Book conference room, order AV and meals for staff onsite meetings and for local vendor meetings held in NYC.

 

Measures of Accountability:

 

  1. All logistical arrangements will be completed in a timely manner with maximum consideration to the detail required. Meeting participants, staff coordinators, and hotel staff will have the information they need to ensure the success of their events and activities.

 

  1. Effectively communicate key information among ATS staff, hotels, and other vendors. Maintain successful working relationships.

 

  1. Initiative, a proactive approach, and professionalism will be demonstrated in completing all activities.

 

  1. Complaints and requests regarding hotels, arrangements, airlines, etc. will be handled professionally and expeditiously.

 

  1. All files and documents will be organized through Basecamp in a manner that allows quick and easy access when needed; correspondence will be completed in a timely and professional manner.

 

PERFORMANCE STANDARDS:

  • Minimum standard: annual work plan goals, action steps, and deadlines are determined appropriately and are achieved (in compliance with accreditation standards and reporting requirements).   
  • Optimum standard: annual program goals are exceeded.     

Qualifications

  1. Bachelor’s Degree in related field plus two years meeting planning experience or two years college, preferably with an Associate degree in Hotel/Restaurant Management, and three years meeting planning experience.
  2. Ability to manage several projects at once and work independently.
  3. Familiarity with hotel contracts and operations; negotiation experience helpful.
  4. Ability to work well under pressure.
  5. Strong written and oral communication skills.
  6. Willingness to travel to the International Conference (10 days in the month of May).
  1. Strong efficient skills in Microsoft office programs (Excel, PowerPoint, etc).

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