The following describes the various aspects of the designated job. Some or all of these aspects may be changed over time, with or without notice, at the sole discretion of the Accreditation Council for Graduate Medical Education (ACGME).
Applicants must be currently authorized to work in the United States (U.S.) on a full-time basis. The ACGME will not provide employment sponsorship for this position (e.g., H-1B Visa or other U.S. employment authorization).
Title: Meetings Coordinator
Department: Department of Facilities and Meeting Services
Reports To: Conference Center Manager, and Director, Facilities and Meeting Services
Work Schedule: Full-Time
Under the direction of the Conference Center Manager, the Meetings Coordinator provides logistical support for on-site meetings, organization activities, and special projects as directed by the Manager. The Meetings Coordinator resolves booking conflicts in a timely and accurate fashion, appropriately escalating more complex issues to Manager for resolution. The Meetings Coordinator: coordinates specifications for all internal meetings; communicates and collects meeting needs; provides updated reports on meeting activity and volume; assists with quotes for meeting-related vendors, including temporary help, rentals, transportation needs, and caterers; communicates, tracks, and reports status for all on-site meetings; performs additional tasks and projects to enhance the logistics, services, and quality of on-site events; and provides on-site support for internal meetings, including arrangements, refreshes, set-ups, clean-up, etc., as needed.
Primary Duties and Responsibilities
Coordinate reservations, meetings, queries, and reports for all ACGME on-site space using Event Management Software (EMS).
Serve as primary, on-site resource for staff training and daily system support for reservations software, customer service/EMS help desk, and room set-up for events.
Update and maintain the Master Calendar, meetings calendar in EMS software, space bookings, catering menus, audio/visual (A/V) inventory, set-up notes, and room needs proactively and in a timely fashion.
Administer EMS, and collaborate with Network Services to conduct upgrades to the software; contact EMS support for issue resolution as needed.
Collect participant feedback and distribute reports to Management and staff.
Filter and “clean” meeting data and participant feedback by reviewing computer reports, printouts, and performance indicators.
Identify and analyze trends or patterns in data sets.
Support meeting preparation and follow-up, including scheduling, producing notes of meetings, and ensuring delivery of commitments.
Generate queries, write reports, and present findings.
Work with Management to prioritize information needs.
Collaborate with Communications Department to draft communications with minimal supervision.
Provide back-up support for Front Desk/Receptionist.
Assist as needed with meeting room requirements (room set-up, A/V, catering, etc.).
Education, Knowledge, Skills, and Abilities
Bachelor’s degree, 2+ years of full -time work in an event planning/production or operations position, event planning experience in a non-profit setting, or a combination of these is required.
Knowledge of EMS and/or meeting software preferred.
Proficient Microsoft Office skills required.
Working knowledge of the event planning process, common A/V equipment, and catering systems preferred.
Must have familiarity with worksheets and workbooks, including formatting worksheets, creating simple formulas, using functions, creating and using named ranges and constants, and printing worksheets.
Must have solid analytical skills.
Must have the ability to effectively communicate orally and in written form.
Must have demonstrated organizational skills, as well as the ability to efficiently multi-task and manage multiple projects while maintaining thorough records.
Must have demonstrated flexibility and adaptability, as well as the ability to balance changing and competing priorities.
Position requires the significant use of standard office equipment, such as a computer, keyboard, mouse, photocopier, fax machine, telephone, etc.
Most of the work of the Meetings Coordinator is done in the ACGME office with the physical demands of setting up conference rooms if necessary.
Flexibility with work hours is required. The Meetings Coordinator may be required to arrive earlier and/or stay later than standard business hours.
The Meetings Coordinator may be required to work occasional weekend and/or evening hours.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.
While performing the duties of this job, the Meetings Coordinator:
Will be required to work for extended periods of time at a computer terminal using various computer programs and other computer tools.
May be required to stand for extended periods of time depending on needs.
May be required to lift office supplies, move furniture, and pack and unpack boxes weighing up to approximately 30 pounds.
Must be willing and able to travel if required.
An Equal Opportunity/Affirmative Action/Pro Disabled and Veteran Employer