SUMMARY

The Conference Coordinator assists in the delivery of the AMPP annual conference and area/topical events, providing strong administrative and logistical support. The position works closely with the Conference Manager in executing the details of the annual conference and is cross trained in both area and topical event support.

FLSA STATUS: NON-EXEMPT

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Developing and executing (or deploying/delivering) frequent and effective communications with volunteers, speakers, and staff who contribute to events
• Overseeing, direct and monitor conference vendors to ensure timely and accurate delivery of contract services.
• Creating event website content ensuring accurate, up-to-date and relevant information for attendees and potential customers.
• Contributing expertise and relevant updates on conference committee planning calls ensuring volunteer leaders possess the most up-to-date information on the status of the event.
• Establishing food and beverage requirements and forecasting consumption including creating menus and maintaining appropriate records to ensure that the most accurate budgets are developed.
• Developing, monitoring and managing event F&B budgets ensuring event net revenue goals are met.
• Serving as the primary contact for hotel staff and attendees for select events 24/7 while on-site including in the event of an emergency
• Coordinating the set up and monitoring of the abstract submission process, review, copyright, and scheduling of event presentations in the abstract management software
• Collaborating with the marketing department in the creation of content for all programs (i.e., Advanced Program, Final Program, Research Session Booklet, Student Poster Abstract Booklet)
• Coordinating the creation of conference proceedings with the external vendor for the annual conference and assigned topical events (i.e., copyright form reconciliation, final paper submission, review proofs, order fulfillment)
• Organizing all aspects of the student poster session at the annual conference with guidance from the member chair and vice chair (i.e., abstract submission, poster categorization, creation of abstract booklets, on-site setup, student orientation, judge assignments, certificate creation, award session, etc.)
• Participating in the creation and delivery of on-site training sessions and social events (i.e., speaker breakfasts, officer orientations, networking receptions, etc.)
• General administrative duties may include answering phones, filing, making travel arrangements, coordinating special projects, process mail, develop and/or coordinate expense reports, maintaining supply inventory, etc. as outlined in the operations manual for this role.

SUPERVISORY RESPONSIBILITIES

No supervisory responsibilities required for this role.