Assists in the overall coordination and planning of logistics for the CNS Annual Meeting as well as other meetings. Specific duties include Request for Proposal management, site research and site visit planning, registration management, content and faculty coordination, budgeting, invoice reconciliation, and social event planning.
Essential Duties and Responsibilities
The essential duties and responsibilities of this position include, but are not limited to the following:
- Coordinates and plans content and logistics for CNS Annual Meeting, and other meetings as assigned.
- Coordinates content documentation, faculty/speaker correspondence and ancillary services for CNS activities.
- Handles collection of all speaker information and organizes speaker logistics for CNS courses.
- Administration of the CNS faculty services center for CNS Courses.
- Oversees the collection, review, and distribution of course handout materials from faculty.
- Prepares correspondence and serves as primary liaison for all faculty/speakers/moderators to include program invitation, acceptances/declines, disclosures, and ongoing correspondence for assigned educational activities.
- Collaborates with the CME Program Compliance Manager on COI collection and review.
- Assists with the function-space assignment process and menu recommendations for all events. This is inclusive of food and beverage and audiovisual coordination.
- Coordinates convention center logistics to include; floor plan review, function book production, transportation needs and signage development and all necessary services including audio visual, internet, electric, sound, etc.
- Conducts vendor research, request for proposal process and cost analysis including but not limited to DMC, security, temporary staff, and transportation.
- Manages registration and housing, including 3rd party bureau and personnel and all associated policies, planning, scheduling and management of housing, registration, VIP and associated processes.
- Responsible for day-to-day operations and communications for housing and registration procedures and coordination and all associated weekly reporting documentation.
- As project lead, tracks history of meetings and courses and conducts a full post-event report for committee.
- VIP and Special Speaker registration, housing, transportation, and amenity coordination.
- Responsible for social event research, planning and coordination including invitations, décor, food and beverage and transportation for all Annual Meeting social events.
- Coordinates Sergeant-At-Arms Program, works closely with SAA Committee, assigns courses to SAA volunteers, and facilitates execution of program onsite.
- Assists in budget development and invoice reconciliation as required in support of Program Manager.
- Onsite meeting coordination.
- Coordinates site visits for Annual Meeting, including scheduling of appointments with convention center, restaurants, hotels, venues, etc., and arranges transportation needs.
- In the absence of the receptionist and/or back up, answers, screens, and transfers incoming phone calls as needed.
An individual in this position must be able to successfully perform the essential duties and responsibilities listed above. Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions of this position.
Education, Knowledge, Skills and Abilities
- Three to five years’ experience, preferably in a medical/physician association.
- Bachelor’s degree required, CMP designation preferred.
- Strong computer skills required, including expertise with Microsoft suite of software: Outlook, Word, and Excel.
- Proficient in use of internet.
- Experience with database management is required.
- Ability to effectively interact and collaborate with volunteer leaders.
- Ability to coordinate multiple projects and meet deadlines.
- Work with minimal supervision and exercise independent judgment and tact.
- Excellent writing, grammatical, and proofreading skills required.
- Strong interpersonal and oral communication skills required.
- Experience in budgeting, managing vendors, and writing program copy.
Work Environment and Physical Demands
While performing the duties of this job, the employee regularly works in an office environment with light noise. Work may be frequently interrupted. The employee will spend the majority of the workday sitting, computing, and talking/hearing. May require lifting (boxes) in the 10-25 lb. range requiring the ability to bend at the waist and knee.
Schedule and Travel Requirements
May require more than 37.5 hours per week to perform the essential duties of the position. Ability to travel to meetings at national, regional, or local venues and fulfill evening or weekend obligations. Under 10% air travel required.
Send your cover letter indicating position of interest, resume, and salary requirements to email@example.com.
Choose between two BlueCross BlueShield preferred provider options.
We offer a preferred provider option dental plan. The CNS pays 100% of the premium for employee-only coverage.
Coverage for eye exams, lenses, frames and contacts. The CNS pays 100% of the premium for employee-only coverage.
Group Insurance Programs
We offer group life and accidental death and dismemberment as well as group short-term and long-term disability insurance at no cost to the employee.
Employee Assistance Program
An Employee Assistance Program (EAP) provides support and guidance for matters that range from personal issues employees face to providing information on everyday topics that include:
- Dependent Care & Care Giving
- Legal & Financial
- Working Smarter
- Lifestyle & Fitness Management
Employees may contribute a portion of their compensation as a pretax deferral and enter the plan once eligibility requirements are met. Fully vested upon enrollment!
The CNS supports employees who wish to further their education. We offer an education assistance, 50% tuition reimbursement, up to $5,250, for approved degree programs and/or individual college-level courses.
- Training and development
- Conference attendance
- Professional certifications/memberships
Paid Time Off
PTO provides full-time regular and part-time regular employees with paid time away from work that can be used for vacation, personal time or illness. Employees accrue:
- 10 days first year, prorated based on hire date
- 22 days during years two to five
- 27 days during years six to ten
- 32 days eleven or more years
We provide paid time off to full-time employees for 10 scheduled holidays per year plus one paid floating holiday.
- New Year’s Day
- President’s Day
- Memorial Day
- Independence Day
- Labor Day
- Thanksgiving Day
- Day after Thanksgiving
- Christmas Eve
- Christmas Day
- New Year’s Eve
- Employee referral bonus
- Casual dress code
- Flextime and telecommuting options
Annual Performance Evaluation
Performance evaluations are performed on an annual basis. Salary adjustments are based on employee performance and other business factors.