Meeting Coordinator/Specialist

3 months ago

Houston, United States Universities Space Research Association Full time
Job DescriptionJob DescriptionWorks closely with the LPI Operations Manager and the meetings team to support all details of conferences, workshops, and other meetings for the Lunar and Planetary Institute (LPI), other programs, and other USRA entities.

Position Summary:

Plans, organizes, and implements technical and logistical details in the execution of in-person and/or virtual meetings, workshops, and conferences with varying numbers of attendees and at all levels of complexity. Meeting support details include but are not limited to procurement strategies; budget development, tracking, and reconciliation; venue research, selection, and contract negotiations; travel and travel support coordination; vendor sourcing; coordination of meeting website updates and community emails; knowledge of audio-visual functions (in-person and virtual); and onsite/virtual implementation of all meeting elements.


Essential Duties/Responsibilities:

  • Collaborates with the meeting convener to establish dates, venue, format, products, and special needs of assigned conferences, workshops, and other meetings.
  • Coordinates website updates which include but are not limited to calls for abstracts, production of meeting publications, pre-registration and registration products, presentations and recordings, and all other meetings details.
  • Develops detailed budgets to capture estimated costs and tracks actual costs to approved budget. Collects and accounts for registration revenue.
  • Makes logistical arrangements and procures services for meeting needs, including but not limited to all virtual platforms and tools, venues, hotel accommodations, catering, audio-visual and computer equipment, transportation, and miscellaneous meeting-related requirements.
  • Advises manager of contracts for services. With concurrence of manager and in collaboration with contracts, procures services and expends funds for meeting-related expenses.
  • Provides onsite/virtual implementation of conferences, workshops, and other meetings to ensure that all real-time meeting requirements and requests are met.
  • Coordinates travel and travel support for conference, workshop, or meeting participants.
  • Maintains documentation and filing of conference, workshop, and meeting notes, website updates, emails, attendee lists, statistical information, funding requirements, documented procedures, detailed documentation of meeting elements and progress with implantation, etc. Generates reports, as requested or required.
  • Assists with the processing of abstracts; creation, organization, and/or production of agendas/programs; and preparation of meeting products (badges, tickets, receipts, etc.).

Required Qualifications:

Education:

  • Associate’s degree and/or specialized training in meeting, workshop, conference, and event coordination

Experience:

  • Two years of experience successfully supporting meetings, workshops, and conferences from beginning to end in a deadline-driven, multi-project team environment

Licenses, Certifications:

  • None required; Certified Meeting Professional a plus

Knowledge, Skills & Abilities:

  • Knowledge and experience using project management methodology and tools
  • Experience using electronic tools, databases, and audio-visual and equipment required to facilitate in-person and virtual meetings
  • Ability to negotiate with hotel, conference centers, and other meeting facilities in establishing meeting support services
  • Ability to estimate budget, facility, attendance, and logistic requirements for meetings, based on meeting goals and requirements

Attributes:

  • Positive, supportive, and resourceful attitude
  • Detail-oriented, with the ability to follow established procedures and suggest new procedures to improve departmental processes
  • Excellent written and verbal communications skills
  • Excellent organizational, priority-setting, creative problem-solving, and people skills
  • Excellent customer service skills
  • Ability to lead and collaborate with ad hoc project teams and team members to enhance and sustain cooperative efforts while appropriately applying judgment and discretion
  • Ability to work extended hours and/or weekends, as necessary
  • Ability to work independently, which requires time management skills, self-reliance, and a strong work ethic
  • Must be a U.S. citizen and able to pass a government security background investigation to secure approval for appropriate access to government facilities

Technology:

  • Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint, with focus on 1) the use of Excel formulas, absolute references, and linking; and 2) Word editing, proofing, formatting, styles, and tables; and 3) Adobe Acrobat
  • Ability to quickly learn and use specialized meeting-specific software and virtual tools

Working Conditions:

  • Time constraints and workload may necessitate extended hours to the standard workday.
  • Vacation periods may be restricted due to inflexible meeting dates.
  • Occasional commutes to remote sites required.

Travel:

Travel to support to meeting locations is required.

Applicants should apply to the posting at USRA Careers and include a letter of interest, resume, or curriculum vita. Additional information on USRA can be found at www.usra.edu.

USRA is an Equal Opportunity Employer: Minorities / Females / Protected Veterans / Disabled / Sexual Orientation / Gender Identity.

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