Meetings and Administrative Manager
CLIENT ASSOCIATIONS: Functional Neurological Disorder Society (FNDS), Central Society for Clinical and Translational Research (CSCTR)
REPORTS TO: Executive Director
DIRECT REPORTS: None
STATUS: Exempt (Minimum of 37.5 hours/week)
The Functional Neurological Disorder Society (FNDS) and the Central Society for Clinical and Translational Research (CSCTR) are both non-profit professional medical societies.
FNDS is devoted to improving lives of patients with a functional neurological disorder by increasing awareness and education. FNDS is multidisciplinary including neurology, psychiatry, psychology, physiotherapy, occupational therapy, rehabilitation medicine, ophthalmology, neuro-otology, and others from around the world.
CSCTR is an academic medical society in the Midwest of influential academic leaders of medical schools dedicated to advancing medical science.
The meetings and administrative manager supports the educational initiatives of both societies by successful planning and implementation their conferences (annual, regional conference for CSCTR and a biennial, international conference for FNDS) and other educational events.
Responsibilities include, but are not limited to management of onsite meeting logistics and operations; site selection; registration development, processing and reporting; housing block management and reporting; serving as a primary point of contact for inquiries pertaining to each society’s educational programs, meetings, and other initiatives.
This position works with the Executive Director to execute all aspects of the clients’ missions and objectives. Position responsibilities are varied and require flexibility, high-level customer service, clear communication, attention to details, and personal accountability.
- Meeting Management
- Management and oversight of:
- CSCTR annual regional 2-day conference (approximately 150-200 attendees)
- FNDS biennial international 3-day conference (approximately 500 attendees)
- Manage speaker invitations, confirmations, requirements, and reimbursement processes
- Manage onsite meeting logistics (e.g., registration desk, catering, A/V, poster hall, exhibitor hall)
- Prepare, distribute, and tabulate program evaluations
- Send and tabulate Request for Proposals (RFP)
- Manage abstract submission and selection
- Manage Continuing Medical Education (CME) credit regulations
- Evaluate current trends for possible implementation
- Staff liaison for Program Committees
- Administration / Project Management
- Respond to and process calls, emails, mail, and invoices
- Process membership applications and dues renewals
- Maintain membership databases
- Staff liaison for the Membership committees
- Create and maintain analytics (e.g., dashboards for membership, attendance, and fundraising)
- Prepare agendas and minutes
- With assistance from Support Services (Creative, Web, and Information) maintain or create promotional materials, website, and forms
- Create and execute project timelines
- Maintain inventory
- Assist the Executive Director as needed
- Other duties as assigned
- Bachelor’s degree preferred.
- Meeting planning/execution experience preferred (CMP preferred).
- Exceptional written and verbal communication skills with high level of customer service.
- Detail-oriented with outstanding organizational and critical thinking skills.
- Demonstrated ability to work independently and in a small team environment.
- Ability to prioritize varied assignments and handle multiple projects.
- Proficiency in Word, Excel, Outlook and PowerPoint. Advanced skill in Excel, a plus.
- Travel approximately 1-2 weeks per year
- Some early morning, evening, and weekend work may be required
- International travel required once per year
- Occasional lifting, up to 50 pounds
- Meetings and Administrative Manager
*This position is located in downtown Milwaukee, WI and a minimum of two days onsite 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.
*Please apply to the role that best aligns to your experience and qualifications. We’ll discuss your interests and possible opportunities during an initial phone interview. (No need to apply to multiple opportunities.)