Annual Conference Specialist IIAssociation for Professionals in Infection Control and Epidemiology

Association for Professionals in Infection Control and Epidemiology


Position Title: Annual Conference Specialist II

Location: Remote


Description: Description

Annual Conference Specialist II

Location: FULL REMOTE! Must be in DC/Virginia/Maryland

The Annual Conference Specialist II provides general marketing, administrative and customer service support for the department. This position is responsible for coordination of attendee registration and services, committee & speaker support, tracking of expenses and contracts, marketing support and departmental customer support via email and phone.

This Annual Conference Specialist II also provides accounting support to track refunds requests, check payments as well as ensure invoices/honoraria are submitted in a timely manner. The ability to exercise good judgment in a variety of situations, along with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities is also needed. The Annual Conference Specialist II must be able to work under pressure at times to handle a wide variety of activities.

This position provides marketing, programming, administrative and project support for the annual conference team. The Annual Conference Specialist has high visibility with members, volunteers, vendors and has significant interaction with participants and speakers.

The Annual Conference Specialist II exemplifies the APIC staff core values of Ownership, Unity, and Commitment.

Description

Annual Conference Specialist II

Location: FULL REMOTE! Must be in DC/Virginia/Maryland

The Annual Conference Specialist II provides general marketing, administrative and customer service support for the department. This position is responsible for coordination of attendee registration and services, committee & speaker support, tracking of expenses and contracts, marketing support and departmental customer support via email and phone.

This Annual Conference Specialist II also provides accounting support to track refunds requests, check payments as well as ensure invoices/honoraria are submitted in a timely manner. The ability to exercise good judgment in a variety of situations, along with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities is also needed. The Annual Conference Specialist II must be able to work under pressure at times to handle a wide variety of activities.

This position provides marketing, programming, administrative and project support for the annual conference team. The Annual Conference Specialist has high visibility with members, volunteers, vendors and has significant interaction with participants and speakers.

The Annual Conference Specialist II exemplifies the APIC staff core values of Ownership, Unity, and Commitment.

Annual Conference Specialist II

Location: FULL REMOTE! Must be in DC/Virginia/Maryland

The Annual Conference Specialist II provides general marketing, administrative and customer service support for the department. This position is responsible for coordination of attendee registration and services, committee & speaker support, tracking of expenses and contracts, marketing support and departmental customer support via email and phone.

This Annual Conference Specialist II also provides accounting support to track refunds requests, check payments as well as ensure invoices/honoraria are submitted in a timely manner. The ability to exercise good judgment in a variety of situations, along with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities is also needed. The Annual Conference Specialist II must be able to work under pressure at times to handle a wide variety of activities.

This position provides marketing, programming, administrative and project support for the annual conference team. The Annual Conference Specialist has high visibility with members, volunteers, vendors and has significant interaction with participants and speakers.

The Annual Conference Specialist II exemplifies the APIC staff core values of Ownership, Unity, and Commitment.

Requirements: Requirements

Education/Experience:

• Associates degree or equivalent number of years’ experience.
• 3-5 years of customer service and administrative experience, preferably in an association or non-profit setting.
• Program and project management experience preferred.
• Previous experience with supporting, planning, and/or executing conferences, large meetings, or large events is a plus.
• Previous experience with registration, exhibit halls, and convention centers is a plus.

Knowledge, Skills, and Abilities:

• Basic knowledge and proficiency with Microsoft Office products (Outlook, PowerPoint, Word, Excel, Teams) to produce documents, spreadsheets, presentations, and reports. Knowledge of Cadmium is a plus but not required.
• Self-management: Take initiative, monitor progress, and is motivated to achieve; manages own time and is able to successfully juggle multiple and/or competing priorities in an efficient and effective manner.
• Exceptional organizational skills, with the ability to perform and prioritize multiple demands and projects and meet deadlines with excellent attention to detail.
• Ability to balance heavy workload with short- and long-term project deadlines, address changing priorities, and work well under pressure.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Self-management: Ability to set well-defined and realistic goals; take initiative, monitor progress, and is motivated to achieve; manages own time and is able to successfully juggle multiple and/or competing priorities in an efficient and effective manner.
• Results oriented: Ability to prioritize and work at a fast pace and meet critical deadlines.
• Customer service: Work and communicate with clients and customers to satisfy their expectations. Committed to quality service.

Requirements

Education/Experience:

• Associates degree or equivalent number of years’ experience.
• 3-5 years of customer service and administrative experience, preferably in an association or non-profit setting.
• Program and project management experience preferred.
• Previous experience with supporting, planning, and/or executing conferences, large meetings, or large events is a plus.
• Previous experience with registration, exhibit halls, and convention centers is a plus.

Knowledge, Skills, and Abilities:

• Basic knowledge and proficiency with Microsoft Office products (Outlook, PowerPoint, Word, Excel, Teams) to produce documents, spreadsheets, presentations, and reports. Knowledge of Cadmium is a plus but not required.
• Self-management: Take initiative, monitor progress, and is motivated to achieve; manages own time and is able to successfully juggle multiple and/or competing priorities in an efficient and effective manner.
• Exceptional organizational skills, with the ability to perform and prioritize multiple demands and projects and meet deadlines with excellent attention to detail.
• Ability to balance heavy workload with short- and long-term project deadlines, address changing priorities, and work well under pressure.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Self-management: Ability to set well-defined and realistic goals; take initiative, monitor progress, and is motivated to achieve; manages own time and is able to successfully juggle multiple and/or competing priorities in an efficient and effective manner.
• Results oriented: Ability to prioritize and work at a fast pace and meet critical deadlines.
• Customer service: Work and communicate with clients and customers to satisfy their expectations. Committed to quality service.

Education/Experience:

• Associates degree or equivalent number of years’ experience.
• 3-5 years of customer service and administrative experience, preferably in an association or non-profit setting.
• Program and project management experience preferred.
• Previous experience with supporting, planning, and/or executing conferences, large meetings, or large events is a plus.
• Previous experience with registration, exhibit halls, and convention centers is a plus.

Knowledge, Skills, and Abilities:

• Basic knowledge and proficiency with Microsoft Office products (Outlook, PowerPoint, Word, Excel, Teams) to produce documents, spreadsheets, presentations, and reports. Knowledge of Cadmium is a plus but not required.
• Self-management: Take initiative, monitor progress, and is motivated to achieve; manages own time and is able to successfully juggle multiple and/or competing priorities in an efficient and effective manner.
• Exceptional organizational skills, with the ability to perform and prioritize multiple demands and projects and meet deadlines with excellent attention to detail.
• Ability to balance heavy workload with short- and long-term project deadlines, address changing priorities, and work well under pressure.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Self-management: Ability to set well-defined and realistic goals; take initiative, monitor progress, and is motivated to achieve; manages own time and is able to successfully juggle multiple and/or competing priorities in an efficient and effective manner.
• Results oriented: Ability to prioritize and work at a fast pace and meet critical deadlines.
• Customer service: Work and communicate with clients and customers to satisfy their expectations. Committed to quality service.

Summary:

Registration & Attendee Services Support (30%):

• Work with registration vendor to set up registration site, testing, reporting and day to day oversight. Work to resolve any issues or questions about the registration process/site.
• Send weekly registration reports to senior leadership; manage registration lists and access.
• Coordinate attendee services for onsite such as luggage check, ADA requirements, parking, special dietary meals, travel discount programs, ribbons and registration supplies etc.
• Coordinate wellness activities for the annual conference, i.e. yoga, puppies, massage area, quite room etc.
• Serves as on-site POC for Annual Conference registration & attendee services.

General Department Support (25%):

• Administer conference financial operations, including processing invoices and deposits, managing certificates of insurance, tracking and reconciling expenses against the approved budget, and coordinating with the accounting team on registration revenue reconciliation and related financial reporting.
• Provide customer service both internally and externally. Respond to emails, voicemails, and department telephone inquiries.
• Manage the annual conference email inbox. Respond to inquiries and forward as needed.
• Maintain list of conference supplies and oversee packing for the annual conference. Replenish as necessary.
• Manage all conference shipping manifests and oversee freight delivery to staff/key areas and offices on site.

Marketing Support (20%):

• Update Annual Conference related pages on APIC’s website and the annual conference website.
• Maintain conference FAQs on website or other marketing materials
• Oversee content of the ENews for the Annual Conference team working with marketing timelines and content schedule.
• Proof marketing materials (flyers, social media, brochures, etc.) for accuracy and continuity.
• Annual Conference Impact Report – assist with gathering information, data for this report.

Committee Support (15%)

• Participate in committee conference calls and meetings. Take & distribute meeting minutes.
• Coordinate in-person meetings with meals and hotel reservations; process & track all expense reports for the Annual Conference Committee.
• Film Festival sub-committee support set up and manage the film submission portal; coordinate communications with submitters; schedule and facilitate sub-committee meetings to review, view, and evaluate film submissions; supporting the committee in making final selections and identify winners; coordinate promotion of the Film Festival through onsite signage and marketing/social media channels; and managing all communications and logistics with selected winners.
• Support Travel Grant activities, if applicable

Programming Support (10%):

• Provide assistance and customer support with speaker management tool; inputting and updating information for speakers, tasks, etc., running reports, sending communications to speakers, assisting with speaker issues, etc.

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Equal employment opportunity, including veterans and individuals with disabilities.

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