Provide effective coordination and support for all major COT functions [COT meetings at Congress, the COT Annual Meeting/ATLS Global Symposium, and the Annual TQIP Conference], and program-specific work sessions as requested. Facilitate trauma meeting logistics by liaising between Trauma staff and internal ACS divisions, external organizations, and vendors. Additional responsibilities include support of Exhibit planning and coordination, meeting communications, customer support and reporting.
This exempt position will report to the Program Manager, Meeting Logistics in the Division of Research and Optimal Patient Care.
• Coordination of COT Exhibit Opportunities: Support the logistic planning and execution for COT's presence as an exhibitor at internal and external meetings. Facilitate the solicitation and relationship management of exhibiting vendors at COT meetings. Maintain inventories, work with program teams for appropriate collateral, pack and manage exhibit material shipments.
• Planning and Support of COT Meetings: Coordinate planning and execution of logistics for the COT's major functions [COT meetings at Congress, the COT Annual Meeting/ATLS Global Symposium, and the Annual TQIP Conference]. Provide support as requested for program-specific work sessions and liaison travel and tracking. Logistics may include registration, travel planning, requirements and planning for committee meetings, etc.
• Customer Service & Committee Support: Help plan and disseminate effective communications regarding meetings and meeting logistics to both internal and external constituencies. Provide customer support via phone and email. Provide onsite support at COT registration/headquarters as requested. Facilitate VIP arrangements through coordination with the Administration Program Coordinator.
• Quality Operations & Program Development: Facilitate the collection and review of volunteer expense forms following meetings. Track and manage vendor correspondence and prepare invoices for approval. Maintain appropriate documentation of meeting expenses. Coordinate the shipping/receiving of COT/ACS exhibit and marketing materials. Provide support for all meeting related activities. Assist with documentation of operational procedures and training materials.
• Data Management & Reporting: Manage the day-to-day meeting software operations. Track staff and volunteer travel and participation in meetings. Help maintain official COT events calendar. Contribute to overall reporting for meetings and events to provide historical year over year picture of participation and requirements.
• Contribute enthusiastically to an environment of continual performance improvement, team collaboration and service to improve care of the injured patient, executed in accordance with the ACS values. Seek and promote areas of integration and alignment within Trauma Programs and across ACS activities. Pursue and welcome opportunities for evolution of responsibilities and growth in position. Create and maintain written organizational processes and procedures in support of all projects and activities handled in this program area.
• Other duties as assigned.
Requirements:• Bachelor’s degree from an accredited college of university is required.
• Minimum of 2-4+ years of experience in a related role required.
• Experience with meeting logistics management is required, including coordination of lodging and travel.
• Experience with meeting software is strongly preferred (for speaker management, registration, etc.)
• Strong working knowledge of Microsoft Office Products (especially Excel: charts, workbooks, exporting and merging documents).
• Excellent communication skills (verbal and written) necessary to effectively interact with all levels of organization.
• Capable of providing excellent customer service.
• Attention to detail and organizational skills.
• Must be able to multi-task.
• 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 provide staff support to the supervisor in the development of the unit’s annual budget, program or project budget and consult supervisors on project or program budget status.
Physical/Work Environment: Fast paced with significant people interaction. No lifting over 20 pounds, minimal reaching bending and stooping. Performs work in a normal office environment with long hours in front of the computer.
Other Necessary Requirements: Occasional evening or weekend duties may be required. Moderate travel (i.e., 5 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 firstname.lastname@example.org 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.
- 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