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MEETINGS COORDINATOR

MAJOR DUTIES AND RESPONSIBILITIES

ANNUAL MEETING 65%

  • Assist Meetings Manager with abstract sort and dissemination of correspondence
  • Assist Meetings Manager to prepare and disseminate speaker correspondence, when needed
  • Assist Meetings Manager with updating all meeting related publications to include the Call for Abstracts (CFA), Annual Meeting Program and corrections for the addendum
  • Maintains the Annual Meeting website content and email campaigns in addition to maintaining list of scientific associations to place BPS meeting announcements on their websites
  • Work with staff liaisons to coordinate special function and Subgroup room sets, food and beverage, audio/visual requirements as well as provide on-site oversight
  • Assist Meetings Manager with vendor registration testing
  • Coordinates student volunteer communication and scheduling
  • Send letters of invitation to attendees as well as visa letters for international attendees as requested
  • Coordinate the Image Contest logistics
  • Manages shipment coordination to and from meeting site
  • Review and reconcile selected vendor invoices
  • Arrange travel discounts – airlines, car rentals, etc. for placement on website
  • Ensure event deliverables are accurate and meet timelines.
  • Secure contracts for local vendors/confirm orders/complete instructions for: temporary personnel, floral, photography, bands for social event, first aid, coat check, copiers for on-site Society office and Career Center, others as needed
  • Satellite Meetings (at the Annual Meeting)
  • Process requests for approval
  • Receive descriptions & speakers for web, newsletter
  • Update on-line registration info and onsite registration form
  • Confirm room set-up, equipment needs, and food & beverage
  • Prepare badges, program, registration lists
  • Assist with on-site logistical functions
  • Complete final invoices and send to organizers
  • Ancillary Meetings (at the Annual Meeting)
  • Process requests for approval
  • Communicate with organizers detailing how to arrange their needs directly with vendors

THEMATIC MEETINGS AND BPS CONFERENCES

  • Manage the logistical planning of Thematic Meetings and BPS Conferences. This includes working with the organizers, maintaining website content, registration, housing, speaker travel and correspondence, print pieces, awards, maintaining budget and working with vendors, etc.

OTHER

  • Propose improvements for increasing efficiency and/or effectiveness of current meeting-related processes
  • Ability to travel to Annual Meeting and to assigned Thematic Meetings and BPS Conferences (2-4 events per year)
  • Other duties as assigned

SKILLS

  • Microsoft Office Suite
  • Excellent organization/logistical skills
  • Database experience
  • Excellent customer service skills
  • Strong written and oral communications skills
  • Ability to manage multiple tasks accurately and meet deadlines
  • Vendor liaison experience
  • Ability to troubleshoot problems
  • Evaluation and analytical capabilities
  • Excellent communication skills
  • Bachelor’s degree required
  • 2-4 years’ experience in meeting/event planning

LOCATION
This position is located in Rockville, Maryland and within walking distance to Metro and on major bus lines. Currently staff have the option of working remotely but may be required to come into the office for meetings or to perform certain functions.

 Excellent benefits. E-mail cover letter, resume, and salary requirements to [email protected].

 


The Biophysical Society's highly dedicated staff is passionate about and proud of supporting the scientific research, professional development, advocacy and public education activities that serve our members. BPS offers excellent employee benefits, in a financially stable organization that encourages a balance between work and life while promoting the professional development of our employees. The Society seeks highly motivated, results-oriented, bright, and energetic team players to carry out the challenging work of the Society's multi-faceted mission.

The Biophysical Society is an equal opportunity employer