Senior Meetings Manager, CIS

Senior Meetings Manager

CLIENT ASSOCIATION(s): Clinical Immunology Society (CIS)

POSITION REPORTS TO: Executive Director, CIS

DIRECT REPORTS: Meetings & Administrative Coordinator

EMPLOYEE STATUS: Exempt, Full-time (Minimum of 37.5 hours/week)

ROLE TYPE/LEVEL: Senior Level

CLIENT/DEPARTMENT OVERVIEW:

The Clinical Immunology Society (CIS) is devoted to fostering developments in the science and practice of clinical immunology. The primary objectives and purposes of this Society are:

1. to facilitate the interchange of ideas and information among physicians and other investigators who are concerned with immunological/inflammatory diseases;
2. to promote research on the causes and mechanisms of diseases relating to the immune system and, as a result, to unify concepts of disease pathogenesis;
3. to encourage investigators and clinicians to share in their knowledge of immunologically active drugs and other interventions;
4. to promote application and dissemination of recent advances in biomedical science for the prevention, diagnosis and treatment of diseases related to immunity and inflammation; and
5. to foster excellence in research and medical practice.

JOB OVERVIEW:

This position works closely with the Executive Director of CIS overseeing aspects of logistical, programming, abstract planning, and on-site logistics for the Clinical Immunology Society (CIS) Annual Meeting and various Schools. Additionally, they work with the Executive Director in all areas of CIS client activities, managing specific committee and administrative projects as assigned.

POSITION RESPONSIBILITIES (minimum of 37.5 hours/week):

• Manage CIS Schools including:
  • Establish and maintain School timelines and budgets
  • Liaise with School Chairs
  • Manage Request for Proposal and site selection process
  • Negotiate hotel contracts
  • Manage the application process, selection, and management of attendees
  • Work with Communications & Administrative Manager to develop marketing strategies for the Schools
  • Work with the Executive Director to develop and monitor budgets
  • Coordinate travel for attendees
  • Produce on-site meeting materials for attendees
  • Manage all logistics for schools, including off-site events, ground transportation, food and beverage, and rooming lists
  • Attend Schools
• Manage CIS Annual Meeting including; site selection, contracting, development, promotion, registration, catering, exhibit hall, sponsorship, operations manual, and vendor management.
• Coordination of CME for Annual Meeting using third party vendor
• Prepare conference planning timelines and administer scheduled projects;
• Serve as staff liaison to the Program, Advocacy, and Genetics and Genomics Committees and Newborn Screening Task Force and coordinates all conference calls / meetings including the production and distribution of agenda, materials, taking and circulating minutes and correspondence;
• Coordinate exhibiting at – and attend – related society meetings, when decided by council;
• Communicate with moderators, sponsors, exhibitors, partnering organizations, and speakers;
• Coordinate the set-up of the abstract system as well as the review and selection process;
• Supervise meeting registration and oversee confirmation, payment, course selection, etc.;
• Manage room blocks with hotels, providing periodic room block pick-up and send to Executive Director to review;
• Contract outside vendors for social events, exhibition decorating, audio-visual, security, registration and other temporary staff, freight services. Provide direction for outside vendors to ensure adherence to budget and quality service;
• With the direction of the Executive Director, coordinate CIS fundraising/sponsorship efforts and provides periodic updates to CIS Council;
• Attend Schools, Council Meetings, Annual Business Meeting, and Leadership Retreat as necessary;
• Provide final results including budget, attendance, etc. for each meeting;
• Coordinate specific projects as directed by the Council, Executive Committee, and Executive Director;
• Under the direction of the Executive Director, develop systems and track them in a policy manual and procedures manual;
• Manage Meetings and Administrative Coordinator and assign duties and responsibilities;
• Other duties as assigned.

SKILLS AND QUALIFICATIONS:

Proficiency in Word and PowerPoint; knowledge of Excel, Nimble and Outlook.

EDUCATION/EXPERIENCE:

Bachelor’s degree preferred; experienced meeting planner; excellent organizational and communication skills; team player; ability to prioritize varied assignments and handle multiple projects.

TRAVEL REQUIRED:

Approximately 3-4 weeks per year. Some weekend and evening work may be required.

WORK ENVIRONMENT:

This is a full-time position located in our office in downtown Milwaukee, WI and a minimum of two days onsite in the office (including Wednesday as an all-staff-in-office day) are a requirement of the role.

PHYSICAL REQUIREMENTS: (lifting, packaging, etc.) Minimal lifting required – usually at meetings or while exhibiting. Ability to move quickly within meeting facilities.

ADDITIONAL INFORMATION:

Early morning, evening and weekend work may be required to meet client needs.

Attendance at the annual meeting is required.