The Program Manager, Meeting Logistics will provide effective overall coordination and management for all major Committee on Trauma (COT) functions [COT meetings at Congress, the COT Annual Meeting/ATLS Global Symposium, and the Annual TQIP Conference], and supports program-specific work sessions as requested. Help manage trauma meeting logistics by liaising between Trauma staff and internal ACS divisions, external organizations, and vendors. Additional responsibilities include all aspects of Exhibit planning and coordination, planning and execution of meeting communication plans, coordination of meeting related marketing and branding efforts, event management reporting, and customer service support.
This Exempt Level position will report to the Senior Program Manager, Trauma Logistics and Administration in the Division of Research and Optimal Patient Care.
• Strategic Responsibility and Coordination: Help manage the overall planning, execution, and documenting of all major COT Meetings. Manage all aspects of COT's presence at COT and nonCOT meetings [exhibits and faculty or presenter opportunities]. Foster appropriate integration of trauma and ACS information regarding services and programs and identify opportunities for collaboration of representation at events. Facilitate the resources required for staff and committees to achieve meeting objectives. Serve as a Trauma meetings and logistics liaison to other ACS departments.
• Business Development: Facilitate efficient logistic planning through regular communication, standardized processes and clear setting of expectations. Coordinate with ACS Conventions Department to identify and recruit appropriate exhibitors and sponsors for COT functions; manage existing relationships to foster repeat participation. Track and support COT members who travel to represent the COT at nonCOT meetings. Working with trauma staff leads, plan COT participation in nonCOT events, balancing diplomatic, practical and strategic needs. Ensure that all required business systems are in place for efficient meeting operations (e.g., financials, Aptify, meeting processes, etc.)
• Customer Service and Committee Support: Plan and oversee the dissemination of regular communications with the different participant or invited constituencies. Oversee or trouble shoot participant requests for assistance relative to meeting events. Manage the registration processes including verification of appropriate attendees at sessions. Support both internal and external committees with special work session logistics needs. Facilitate VIP arrangements (housing, travel, etc. through appropriate departments).
• Quality Operations and Program Development: Coordinate the presentation, shipping/receiving, of COT/ACS exhibit and marketing materials. Help manage meeting related activities including: agendas, scheduling of committee meetings, participant/guest invitations, registration processes, onsite meeting arrangements, coordination with ACS's conventions department (room requirements, meal functions, A/V, etc.) participant counts, preparation and shipping of materials, etc. Provide mentorship to team, advancing employee growth and development.
• Product Champion: Maintain an accurate calendar of COT and other meetings of relevance. Coordinate the staff, leadership and liaison assignments and travel to nonCOT meetings. Champion the appropriate representation of COT leadership and staff at events, while maintaining coverage at the office and following budget parameters. Plan, track and manage the budget and expenses related to all general COT travel. Provide timely and useful reporting for all aspects of the meeting and exhibit management functions. Ensure appropriate capture of participation data for historical purposes.
• Other duties as assigned: 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.
• Bachelor’s degree from an accredited college or university is required.
• Minimum of 4-7+ years of meeting planning experience required. Non-profit or Association experience preferred.
• Experience creating and managing budgets preferred.
• Experience with meeting-related software preferred.
• Excellent communication skills (both verbal and written) and negotiation skills required.
• Strong attention to detail and organizational skills required.
• Must be able to multi-task.
• Proficient with Microsoft Office Products (Outlook, Word, basic Excel, and basic PowerPoint).
• 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.
Supervisory Responsibilities: This position is required to make specific work assignments to others and ensure their completion. This position is required to complete a formal annual evaluation of the work performed by others.
Fiscal Management: This position is required to develop and to manage, the 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: Evening or weekend duties may be required to support program work, committee meetings, and onsite travel schedule. 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