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Conference Manager
3 months ago
The Council of Independent Colleges seeks a full-time Conference Manager whose responsibilities will include conference and meeting planning; maintaining information in a Microsoft CRM-based database; preparing materials in Microsoft Office applications; managing conference registration and financial reconciliation in an association management system (knowledge of Protech UX and MX a plus); generating conference materials; and fielding calls from conference participants.
About CICThe Council of Independent Colleges (CIC), located in Washington, DC, is the major national membership organization for small and mid-sized independent colleges and universities in the United States. Membership includes more than 750 colleges, universities, and higher-education organizations. CIC pursues a threefold mission: supporting and developing campus leaders, advancing the excellence of member institutions, and enhancing public understanding of the contributions independent higher education makes to society. A 30-person staff, based in an office at Dupont Circle in Washington, DC, develops and manages a dynamic set of conferences, networks, projects, and programs; member services, research, and public information initiatives; and a range of other activities to advance all three mission areas. CIC's full-time staff is augmented with senior advisors, higher education experts who contribute to specific projects and programs.
Working at CICCIC is an equal opportunity employer and offers competitive compensation and benefits. Full-time CIC staff are based in the DC office, with the option to work remotely on two designated days per week. Work hours are flexible around designated "core hours" (10:00 a.m. to 4:00 p.m.).
CIC offers a generous benefits package that includes health, vision, and dental insurance. CIC also offers a retirement plan with an employer contribution match; a flexible spending account; short- and long-term disability insurance; and life insurance. Employees are also eligible to participate in CIC's Tuition-Exchange Program. CIC recognizes 11 paid holidays per year and offers 20 days of annual leave.
About the PositionEach year, CIC conducts several small to medium-sized meetings and three large conferences for college and university presidents, deans, faculty members, and other campus leaders. The Conference Manager's primary focus will be working with the planners of the annual Institute for Chief Academic Officers, the Network for Vocation in Undergraduate Education (NetVUE), and the Presidents Institute. Additionally, the position will support CIC's annual series of Department and Division Chair Workshops, as well as a select number of spring and summer meetings. The position reports to the conference director and works closely with the other members of the conferences team as well as several program managers. Occasional travel to and on-site support at conference locations within the U.S. is expected.
This is a hands-on position: the successful candidate will understand that high-touch, team centered collaboration produces top-quality experiences for participants at our conferences. In that spirit, the Conference Manager will:
- Provide all customer service for the annual Institutes and other assigned meetings. Manage the registration process (payments, refunds, phone call/emails), as well as the accuracy of all participant information. Be responsible for the development of all registration-related materials such as the list of participants and name badges. Manage the Institute shipment and registration desk experience. Support the Institute hotel rooming list audit.
- Be responsible for presenter logistics, including ongoing communication and arrangements for registration, hotel, and stipend payments.
- Collaborate with program managers, hotel counterparts, and vendors to oversee and monitor various meeting elements, including meeting materials; room set-up; food and beverage selections; A/V; hotel rooming list; etc. Serve as the on-site logistics manager to ensure all banquet event orders (BEOs), selections, and instructions are executed.
- Be responsible for post-meeting tasks, including but not limited to initiating speaker reimbursements and honorariums; managing financial reconciliation of events; collecting outstanding registration payments; issuing registration reimbursements; and overseeing the reconciliation of conference hotel bills.
- Perform other duties as assigned.
The ideal candidate will have conference and/or administrative work experience supporting programs, conferences, and events for a membership organization, higher education institution, or nonprofit organization. Strong experience with association management systems and commonly used office productivity and collaboration tools (including Microsoft Office) is required, as well as experience with financial accounting systems. Experience working as part of a hybrid team is desirable, as is experience working in a highly collaboratively environment. A bachelor's degree (preferably from a CIC member institution) is required as well as at least five years of full-time work experience.
The successful candidate will demonstrate attention to detail, the ability to be organized, and strong writing skills. Effective interpersonal communication and a highly collaborative work style are required, as are flexibility and the ability to adjust quickly in response to changing needs and circumstances. The successful candidate will be proactive, confident, and able to work with minimal day-to-day supervision.
Like all CIC staff members, the conference manager will demonstrate a proactive, positive, and member-focused disposition; handle competing priorities independently and effectively; exercise creativity, initiative, and good judgment in solving problems; and be inclined to thrive in a diverse and collegial small office.
This position requires occasional overnight, weekend, and out-of-area travel several times a year.
Performing the responsibilities of this position requires the ability to see, hear, and speak; work in a normal seated position for extended periods of time; use hands to finger, handle, or feel; be able to lift and/or move up to 20 pounds; manually operate standard office equipment such as keyboards and printers; and move throughout an office or conference space. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. CIC strongly encourages staff to be vaccinated against COVID-19, and we have a mask-optional policy unless a positive test is reported.
TO APPLY: The position is available immediately and will remain open until the successful candidate is appointed. To apply, email a CV and a letter of interest to with the subject line "CONFERENCE MANAGER". Review of candidates will begin immediately, and applications should be received by June 12, 2024. CIC is an equal opportunity employer and seeks a broad and diverse pool of applicants.
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