Meeting and Administrative Manager

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CLIENT ASSOCIATION: Pediatric Research in Sports Medicine Society (PRiSM), Additional Client TBD (75% PRiSM/25% EDI Client)

POSITION REPORTS TO: Executive Director

EXEMPT/NON-EXEMPT EMPLOYEE STATUS: Exempt (minimum of 37.5 hours/week)

GENERAL SUMMARY:  Oversees the successful implementation of various projects including annual meeting; committee/RIG/volunteer management; membership dues management, awards and scholarships management; website and social media updates; serving as a primary point of contact for inquiries pertaining to the Society’s membership, meetings and other initiatives; and providing support to the Executive Director.

POSITION RESPONSIBILITIES: Responsibilities include, but are not limited to (minimum of 37.5 hours/week):

Annual Meeting

  • Work with Executive Director to develop and manage meeting budgets;
  • Development and maintenance of meeting timelines in consultation with Executive Director;
  • Work with Executive Director to management meeting planning efforts including RFP process, site visits, contracts, meeting room requirements, and various vendors (i.e. A/V, decorating-posters, printing, etc.)
  • Manage abstract management system from submission to review process to acceptance/rejection, placement in program and all presenter follow-up;
  • Assist with development of educational program, working with Scientific Program Committee, including schedule of sessions, meeting room assignments, etc.;
  • Work with Executive Director on continuing education application and adherence to requirements (ACCME, ANC, PT and AT Boards);
  • Coordinate and implement the Annual Meeting registration process including database set-up, form processing, payment collection and confirmation distribution;
  • Oversee development of all promotional/registration materials including preliminary and final programs, bag inserts/stuffing, registration forms, website meeting pages, etc.;
  • Maintain accurate reports for educational activity analysis including registration pace reports, attendee analysis reports, budget comparison reports, etc.;
  • Develop and distribute Meeting-related broadcast emails and information for social media(registration and housing deadlines, etc.);
  • Manage onsite meeting logistics including registration, catering, A/V exhibit/sponsor set-up. Poster set-up, etc.;
  • Coordinate the development and production of all onsite meeting signage;
  • Facilitate preparation, distribution and tabulation of program evaluations;
  • Shipping and inventory of meeting materials;
  • Provide support and guidance to Scientific Program Committee

General

  • Provide first-line information for general societies inquiries via phone and email accounts;
  • Oversee the new member programs including application processing, onboarding tasks, recruitment programs, eNewsletter announcements and quality improvement processes;
  • Oversee annual dues invoicing processes including database turnover, retention programs, website updates and regular distribution of invoices, and sending periodic broadcast emails;
  • Oversee the committee appointment process for standing, continuing and ad-hoc committees, ensuring policies and procedures are accurate; maintain all committee rosters, terms and notification letters;
  • Oversee Awards and Scholarship processes including application submissions, reviews, notifications, awards and certificates and quality improvement processes;
  • Maintain accurate Society’s paper and electronic files (including, but not limited to shared project files, membership database records, historical documents, statistics and other project management tools);
  • Ensure timely and accurate content updates of the website and social media notifications;
  • Provide general administrative support and serve as a staff liaison for assigned committees including scheduling conference calls, agenda, minutes, database management, maintaining computer and paper files, coordinating mailings, drafting letters, preparing broadcast emails, and assisting with editing/proofing materials;
  • Provide general administrative support and serve as staff liaison for RIGs, including database management, coordinate and manage research surveys and other projects, as needed
  • Manage client’s inventories including supplies, letterhead, reference materials and order as necessary;
  • Provide financial administrative assistance, such as deposits/cash sheets, check requests, coding and submitting invoices to be paid, receipts, refunds, reimbursements, etc.;
  • Other duties as assigned

AMOUNT OF TRAVEL REQUIRED: Approximately 1-2 weeks per year. Some weekend and/or evening work may be required.

EDUCATION/EXPERIENCE REQUIRED: Bachelor’s degree preferred; excellent organizational and communication skills; team player; ability to prioritize varied assignments and handle multiple projects; proficiency in Word, PowerPoint; knowledge of Excel, iMIS and Outlook.

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

*Hybrid role: This position is located in downtown Milwaukee, WI and dedicated weekly days in the office are a requirement of the role.

**EDI requires new hires to be fully vaccinated against COVID-19, unless a medical or religious exemption applies and is approved. Being fully vaccinated means that an individual is at least two weeks past their final dose of an authorized CDC COVID-19 vaccine primary series regimen. As a condition of employment, newly hired employees will be required to provide proof of their COVID-19 vaccination.

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