Annual Conference Specialist I

JOB SUMMARY:

The Annual Conference Specialist provides general administrative and customer service support for the department. This position is responsible for coordination of meetings and conference calls with the Annual Conference Committee (ACC), speaker management, tracking of expenses and contracts and departmental customer support via email and phone.

This Annual Conference Specialist provides also accounting support to track refunds requests, check payments as well as ensure invoices/honoraria are submitted in a timely manner. The ability to exercise good judgment in a variety of situations, along with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities is also needed. The Annual Conference Specialist must be able to work under pressure at times to handle a wide variety of activities.

This position supports and provides administrative and project support for the annual conference team. This position supports the goals and mission of APIC. In addition, the Annual Conference Specialist has high visibility with members, volunteers, vendors and has significant interaction with participants and speakers.

The Annual Conference Specialist exemplifies the APIC staff core values of Ownership, Unity, and Commitment.

To perform this job successfully, an individual must be able to perform each essential duty and responsibility satisfactorily. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions.

Weight

Essential Functions

1.

30%

Customer Service:

• Provide customer service both internally and externally. Responds to emails, voicemails, and department telephone inquiries.
• Process payments through AnyBill, including but not limited vendor invoices, speaker reimbursements, and speaker honoraria.
• Tracks expenses for annual conference team budget

2

30%

Registration Support:

• Support registration process throughout the entire conference lifecycle.
• Respond to emails and department telephone/voicemail inquiries regarding registration.
• Process refunds; submit check request reimbursements and backup documents to AnyBill.
• Track status of refunds to ensure timely reimbursements.

Serves as on-site POC for Annual Conference registration & attendee services.

3

15%

Programming Support:

• Provide technical assistance and customer support with Cadmium - inputting and updating information for speakers, tasks, etc., running reports, sending communications to speakers, assist speaker issues, etc.

4

10%

Committee Support:

• Participate in committee conference calls and meetings. Take & distribute meeting minutes.
• Coordinate in-person meetings with meals and hotel reservations; process all expense reports for the Annual Conference Committee.
• Film Festival sub-committee support, which includes but is not limited to being the point of contact with marketing to ensure adherence to timeline, collecting submissions and scheduling meetings with sub-committee to review and select the winner(s).
• Support Travel Grant activities

5

10%

General Department Support:

• Update Annual Conference related pages on APIC’s website.

• Maintain record keeping for the department.
• Responsible for administrative support for department.
• Assist Director, Annual Conference with exhibitor services support tasks (i.e. COIs, general customer service inquiries etc)

6

5%

Other non-essential duties as assigned.

Minimum Qualifications

To perform this job successfully, an individual should possess the knowledge, skills, and abilities listed and meet the amount of education, training and/or work experience required.

Education/Experience:

• High school diploma; Associate or bachelor’s degree preferred

• 1-3 years of customer service and administrative experience, preferably in an association or non-profit setting preferred

• Program and project management experience or skills, including excellent attention to detail.

• Previous experience with supporting, planning, and/or executing conferences, large meetings, or large events is a plus.

• Previous experience with registration, exhibit halls, and convention centers is a plus.

Knowledge, Skills, and Abilities:

• Basic knowledge and proficiency with Microsoft Office products (Outlook, PowerPoint, Word, Excel, Teams) to produce documents, spreadsheets, presentations, and reports. Knowledge of Cadmium is a plus but not required.
• Self-management: Take initiative, monitor progress, and is motivated to achieve; manages own time and is able to successfully juggle multiple and/or competing priorities in an efficient and effective manner.
• Exceptional organizational skills, with the ability to perform and prioritize multiple demands and projects and meet deadlines with excellent attention to detail.
• Ability to balance heavy workload with short- and long-term project deadlines, address changing priorities, and work well under pressure.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Self-management: Ability to set well-defined and realistic goals; take initiative, monitor progress, and is motivated to achieve; manages own time and is able to successfully juggle multiple and/or competing priorities in an efficient and effective manner.
• Results oriented: Ability to prioritize and work at a fast pace and meet critical deadlines.
• Customer service: Work and communicate with clients and customers to satisfy their expectations. Committed to quality service.
• Oral communication: Ability to communicate information in a clear and concise manner with individuals at all levels, including board members, member volunteers, association executives, government agency staff.
• Written communication: Ability to effectively communicate information and ideas in writing.
• Confidentiality: Ability to work with and maintain the confidentiality of data and information.
• Ability to work individually and as part of a team.
• Excellent proofreading and editing skills.

TRAVEL:

• Position will require up to 10% travel including weekends and weeknights

ADA REQUIREMENTS:

Reasonable accommodations may be made to successfully perform the essential functions of this job.

Physical Requirements:

Performs primarily sedentary work with limited physical exertion and occasional lifting of up to 10 lbs. Must be capable of climbing/descending stairs in emergency situations. Must be able to operate routine office equipment including CRTs, PCs, telephones, copiers, and calculators. Must be able to routinely perform work on computer for an average of 6-8 hours per day, when necessary. Must be able to work extended hours whenever required or requested by management. Must be capable of regular, reliable, and timely attendance.

Working Conditions:

Must be able to routinely perform work indoors in climate-controlled shared work area with minimal noise.

Mental and/or Emotional Requirements:

Must be able to perform job functions independently or with limited supervision and work effectively either on own or as part of a team. Must be able to read and carry out various written instructions and follow verbal instructions. Must be able to speak clearly and deliver information in a logical and understandable sequence. Must be capable of dealing calmly and professionally with numerous different personalities from diverse cultures at various levels within and outside the organization.

Demonstrate highest levels of member service and discretion when dealing with the public. Must be able to perform responsibilities with composure under the stress of deadlines/requirements for extreme accuracy and quality and/or fast pace. Must be able to effectively handle multiple, simultaneous, and changing priorities. Must be capable of exercising highest level of discretion on both internal and external confidential matters.