Manages all aspects of logistical requirements for small to mid-sized ACS and assigned AM client’s association meetings including pre-planning, onsite execution when required, and post event reporting. Ensures critical deadline and budgetary guidelines are adhered to and response and service expectations and quality standards are met.
Clinical Congress Role: Manages website for ancillary and exhibitor group events, assignment and confirmation process for the Clinical Congress. Develops guidelines for space assignments and manages ancillary space inventory. Manages temporary staff contracting and coordination. Supports the Clinical Congress activities through creation of meeting specifications, preparation of estimated expenditures, and signage inventory management. Manages logistics, works with vendors, secures entertainment and plans the Clinical Congress Taste of the City Reception -- a networking event held on the final day of the show.
Develops and maintains reports. Handles special projects relating to technical applications in the meetings industry. Conduct research and analysis of software for meeting apps, specification creation, hotel procurement and report generation. Handles other special projects as assigned.
This Exempt Level position will report to the Senior Manager, Meetings in the Division of Convention and Meetings.
ACS Meeting Management: Management of logistical requirements of small-to mid-sized ACS meetings and programs through the research, recommendation and negotiation of venues and service vendors; venue and vendor contract negotiation; determination and preparation of meeting requirements through communication with staff liaisons and Fellows; management all meeting details to include housing, audio/visual, food/beverage and other requirements; onsite execution and meeting evaluation and analysis. Counsels and provides expert opinion on all logistical and other matters pertaining to meeting management throughout the planning process.
Manage ancillary/exhibitor functions at the Clinical Congress through analysis of needs and procurement of meeting space. Reviews and updates systems utilized; manages space assignments and confirmation process. Assists with the preparation and dissemination of service requirements to contracted vendors. Prepares reference materials. Manages Clinical Congress Taste of the City Reception, overseeing vendor contracting for entertainment & decor.
Management of temporary services at the Clinical Congress through determination of needs; preparing RFP and review of proposals; selection of vendor and negotiation of contract. Controls staffing levels; provides onsite supervision and ensure accurate documentation and billing.
Provides meeting advance and onsite coordination and support for Quality and Safety (Q&S) Conference activities to include management of ancillary events, social and offsite functions, signage, security, and temporary staffing. Analyzes and determines needs for managed areas, prepares RFPs, reviews proposals, negotiates contracts. Prepares specifications and evaluates service provided.
Financial Management: Responsible for financial management of specific meeting functions; evaluation of contract liability to ACS through cancellation penalties, attrition clause and other potential liabilities; provision of budget information for meeting service areas to other departments and adherence to those budget parameters. Handles review, coding, approval and expense analysis of invoices for all program areas handled within position. Creates annual productivity and meeting expense reports.
Contributes to an environment of continual performance improvement through active participation in staff and team meetings, training courses and outside learning opportunities. Create and maintain written organizational processes and procedures for projects and activities handled within position. Seek ways to improve productivity and efficiency including reporting methods and review of available technology applications.
Other duties as assigned.
Bachelor’s degree from an accredited college or university required.
Minimum of 4 years’ meeting planning experience is required. Association experience a plus.
CMP (Certified Meeting Planner) preferred.
Innovator with the ability to “Think outside the box.”
Excellent communication skills (both verbal and written).
Strong attention to detail and organizational skills.
Must be able to multi-task.
Strong working knowledge of Microsoft Office Products (Outlook, Word, Excel, and PowerPoint) and Internet skills.
Display high level of energy and thrive in a fast-paced environment.
Self-motivated and able to work independently and as a member of a team.
Ability to plan and prioritize workload and meet deadlines.
Ability to establish strong working relationships with all division teams and management.
Fiscal Management: This position is required to develop and manage a project or program budget.
Physical/Work Environment: Fast paced with significant people interaction. No lifting over 20 pounds, minimal reaching bending and stooping. Normal office environment with long hours in front of the computer.
Other Necessary Requirements: Moderate evening or weekend duties may be required. Moderate travel (6-10 times per year) for activities such as out of town meetings is required.
The American College of Surgeons is committed to working with and providing reasonable accommodations to individuals with disabilities. If, because of a medical condition or disability, you need a reasonable accommodation for any part of the employment process, please send an e-mail to email@example.com or call (312) 202-5000 and let us know the nature of your request and your contact information.
The American College of Surgeons will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.
Equal Opportunity Employer of Minorities, Females, Protected Veterans, and Individuals with Disabilities
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities.
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The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)
An Equal Opportunity Employer
Internal Number: 19-0074
About American College of Surgeons
The American College of Surgeons is a professional and educational organization of surgeons that was founded in 1913 to raise the standards of surgical practice and improve the quality of care for surgical patients. The College is dedicated to the ethical and competent practice of surgery. Its achievements have significantly influenced the course of scientific surgery in America and have established it as an important advocate for all surgical patients. The College has more than 80,000 members and is the largest organization of surgeons in the world. For more information, visit www.facs.org.