WHO WE ARE
CHA advances child health through innovation in the quality, cost and delivery of care. Representing 220 members, CHA is the voice of our member hospitals nationally. These hospitals are essential providers, setting the standard for the highest quality pediatric care while training the next generation of pediatricians. With its members, CHA champions policies that enable pediatric hospitals to better serve children; leverages its position as the pediatric leader in data analytics to facilitate national collaborative and research efforts to improve performance; and spreads best practices to benefit the children of our nation. CHA has offices in Lenexa, KS and Washington, DC.
This individual will be responsible for coordination and management of Association’s meeting and conference registration process and logistics. The process includes but is not limited to, the development, coordination, management, and reporting of meeting and conference registration and logistics. Responsibilities also include hotel room list management, flight tracking, off-site activity management and on-site support.
Essential duties and responsibilities
MEETING/PROJECT COORDINATION AND MANAGEMENT
Plan and manage meeting and conference logistics.
Manage the RFP (Request for Proposal) process, analyze results, review and negotiate contracts with hotels, restaurants and vendors.
Perform all task associated with creating, editing and deploying logistics information and reports (meeting room assignments, food and beverage, room sets, audio visual needs, etc.)
Adheres to timelines and deadlines established in the project plan
Manages information flow of meeting/conference logistics, providing timely and accurate reporting of meeting outlines and project updates to internal and external clients.
Collaborate and communicate with program leads to identify logistic information and resources necessary to execute a successful event
Review hotel banquet event orders for accuracy
Schedule and attend (as needed) on-site pre-conference meeting with hotel staff
Serve as on-site hotel, member and staff liaison (as needed)
Provides exceptional customer service to internal clients and members.
Interface with vendors and staff to facilitate meeting/conference logistics (hotel, exhibit companies, ground transportation companies, restaurants, etc).
Restaurant Activity Management
Generate recommended restaurant/activity/after-hours guide for program leads
Manage restaurant or other off-site reservations, including menu selections, communication, guarantees, activity outlines
MANAGE REGISTRATION PROCESS
Perform all tasks associated with creating, editing and deploying registration materials
Manage information flow of meeting and conference registrations
Receive, process and track attendee registrations, including input of hotel and flight data
Serve as Event Service responder to registration request
MANAGE ROOM LIST PROCESS
Manage communications and tasks associated with room list management including; securing guestrooms, reconciling reservation lists, tracking pickup and reporting status
Generate Room List Reports
Submit room list to hotel and manages all changes and reconciliation of date
PROVIDE HIGH LEVEL OF CUSTOMER SERVICE AND REPORTING
Keeps staff updated on event status
Generate and distribute event reports
Interface with Events Services Director as to status of responsibilities and timelines
Interface with program leads to collect information for program events, invitee lists, etc.
Interface with hotel staff regarding room list management
Responsible for adhering to timelines and deadlines
Set up conference office and registration area
Act as primary on-site point person for members and staff at registration desk and/or serve as primary on-site point person for hotel and staff.
Work with other staff to pack up remaining supplies and boxes and ship back to CHA
COLLABORATION AND PROCESS IMPROVEMENT
Participate in and represents the Event Services business unit in Association initiatives as assigned, examples of which include: technology steering committees or work groups, communication work groups, special projects, and/or deliverables.
Works in conjunction with team to develops and implement new processes and tools to assist with efficiency of team.
Develop and builds strong relationships with internal contacts and works in collaboration with other business units.
Any combination of education and experience providing the required skill and knowledge is qualifying. Typical qualifications would be equivalent to:
High school diploma or equivalent preferred
Experience and Special Skills:
Three to five years’ project management experience in event and meeting management
Three to five years’ experience as an event coordinator for large conferences and meetings
Three to five years’ experience as a meeting planner
Any combination of experience equally 5 years of experience will be considered.
Experience with conference registration systems preferred
Excellent project & time management skills
Exceptional critical thinking and problem solving skills
Ability to effectively handle stress and deadlines
Ability to manage, organize and prioritize projects
Exceptional attention to detail
Excellent verbal and written communication skills; work with a diverse resource base and interact with individuals at all levels
Strong organizational skills
Excellent customer service skills
Strong computer skills, including accurate typing and data entry skills
Licenses / Certifications
Extensive periods of sitting and keyboard/computer work
Communicates in person and over the phone
May on occasion be required to lift packages up to 25 lbs.
Travel: Up to 30%
General office environment
Regular and predictable attendance