The Conference Services Specialist will use his/her project management expertise to manage and coordinate all administrative/logistical aspects of educational courses, annual meeting, Digestive Disease Week (DDW), and events. This individual must be able to prioritize and manage multiple tasks as part of a team in a high-paced, ever-changing environment. This is an excellent opportunity for that detail oriented, energetic, and persnickety experience creator and customer centric project manager.
Essential Job Functions
The essential job functions listed below represent the primary duties and responsibilities of this job. Other duties and responsibilities within the scope of this job may be assigned to the employee. These essential job functions may change from time to time based on the strategic and operational needs of the organization.
Work as a member of the conference services team to manage preparation of all educational courses and event material, including photocopying handouts, supplies, creating rosters, badges and ribbon generation and inventory, reporting, and working with internal/external clients to develop and produce course syllabi. Create and implement spreadsheets for tracking material and timelines.
Set up web module for participants to submit CME electronically. Compiling evaluation data and creating Evaluation Summary Reports for distribution. Create CME Certificates and Certificates of Completion for courses and generate reports, as needed.
Manage annual meeting Preferred and VIP Housing and Registration lists with various internal departments and external vendors.
Mange shipments for external courses and annual meeting to include: Organizing/ packing and labeling boxes; preparation of inbound/outbound FedEx shipping labels; and manage return shipments and unpack materials.
Reconcile invoices and assist in tracking budgets to ensure expenses are kept within established boundaries.
Assist with course/event logistical arrangements pre and on-site (as needed).
Perform other duties essential to achieving established goals and objectives.
The core qualifications listed represent the minimum education, experience, knowledge, skills and abilities to successfully perform the essential job functions with or without reasonable accommodations.
Requires a Bachelor’s degree.
Requires at least five (5) years of recent work experience in project management and/or event registration and housing, preferably in a medical or professional education environment. Extensive years of experience in lieu of a Bachelor’s degree are acceptable.
Advanced knowledge and proficiency using Microsoft Office 365 programs (i.e. Word, Excel, PowerPoint).
Exceptional customer service acumen.
Strong organizational and project management skills. Ability to manage multiple projects and work with inflexible deadlines. Comfort and preference for a high volume and high energy work environment.
Must exhibit characteristics of a “team player” who can work independently, as well as within a group setting.
A genuine “will do anything” approach and attitude. Must be flexible to work evenings and weekends.
Excellent written and verbal communication skills. Comfort communication with staff, staff leaders, key volunteers, customers, and vendors.
High level of multi-tasking and organizational skills required.
Strong computer skills including database, spreadsheet and word processing (Office 365) as well as PowerPoint.
Effective written (email) and verbal communication skills with staff, members and physician leadership, including excellent customer service.
Organize tasks quickly and efficiently, with attention to detail.
Prioritize multiple requests received from various team members.
Deliver results under deadline pressure.
Work both independently and as part of a team.
Thrive and contribute in a fast-moving, ever changing environment.
Working Conditions and Other Requirements
In general, work is performed in an office environment. Because of the nature of our business, ASGE employees may be required to perform work off-site (i.e. hotels, conference centers, etc.). Physical exertion (i.e. lifting, carrying, pushing and pulling) is required to perform the essential job functions. The incumbent may be required to travel locally, within and outside of the continental United States.
About American Society for Gastrointestinal Endoscopy
The American Society for Gastrointestinal Endoscopy (ASGE)
Since its founding in 1941, the American Society for Gastrointestinal Endoscopy (ASGE) has been dedicated to advancing patient care and digestive health by promoting excellence and innovation in gastrointestinal endoscopy. ASGE, with more than 12,000 members worldwide, promotes the highest standards for endoscopic training and practice..., fosters endoscopic research, recognizes distinguished contributions to endoscopy, and is the foremost resource for endoscopic education.
ASGE's Mission Statement is:
"To be the leader in advancing patient care and digestive health by promoting excellence and innovation in endoscopy"