Is meeting support your sweet spot? Have you successfully handled a variety of projects in your association career including support for member services? Do you want to apply your skill on behalf of a highly respected medical specialty Society? Are you looking for the opportunity to contribute in a meaningful way? Would you like to work with a smart, collaborative, committed team in a fully virtual environment?
If the answer is yes to the above, this position might be right for you!
The American Society of Colon and Rectal Surgeons (ASCRS) is seeking an experienced Project Specialist – Meetings and Member Services. We’re looking for a Meetings and Membership professional with 3-4 years of experience handling meetings support for up to 2,000 attendees. If you’ve successfully supported smaller meetings, but you “sweat the details,” are known for your responsiveness and positive attitude, and effectively manage your time, prioritize work, and multi-task across competing assignments, we want to hear from you!
Who is ASCRS?
The American Society of Colon and Rectal Surgeons (ASCRS) and its affiliate, the Research Foundation of the American Society of Colon and Rectal Surgeons, is a vibrant, collegial and highly respected community of health care professionals who have been dedicated to advancing the understanding, prevention and treatment of disorders of the colon, rectum and anus for nearly 125 years. ASCRS represents approximately 4,000 physicians and other health care providers interested in the specialty of colon, rectal and anal surgery. We provide members the opportunity to network and attend educational sessions to hone their skills and expand their contacts. For more information about our organization please visit us at www.fascrs.org
What is the Opportunity?
Reporting to the Director Meetings and Events the Specialist will “own” primary project support for ASCRS and Research Foundation meetings. Our Project Specialist Meetings assists in the day-to-day operations of ASCRS meeting planning, including database management, registration set-up, processing and onsite supervision, customer service, budget and forecast tracking, website management and overall logistical and administrative support for meeting related projects.
Our Meetings Specialist shifts smoothly between direct problem solving with members, to pitching in with our valued vendor partners to troubleshoot registration and find the shipment that ended up somewhere other than where we need it to be! You are extremely organized, a self starter with a strong sense of ownership and accountability, and you have the ability to identify problems and quickly develop solutions that focus on results.
You will work closely with the Member Services Manager, regularly responding to member calls and emails and providing support for ASCRS member recruitment and retention activities.
Key responsibilities for Meetings include:
Provide technical, clerical and administrative assistance for meetings and events.
Carry out the event-related projects assigned to you to ensure that budgets and deadlines are met or exceeded, using project management tools, meeting checklists and planning calendars/timelines. Collaborate with internal departments to establish timelines for all events.
In coordination with the Meetings and Events Director, arrange and facilitate periodic staff meetings to review checklists and following the meeting to review debrief notes.
Provide excellent customer service via phone and email to ASCRS members, their staff, stakeholders and suppliers.
Manage event setup to build registration website and manage testing process with internal staff. Work with internal staff and external vendor to manage AMS integration. Set up and maintain the meetings membership database. Maintain data entry of registrations and registration reports.
Issue weekly registration and hotel reports beginning no less than 12 weeks out from event. Manage recap reports and historical data for all conferences.
Assist in communicating event logistics to all involved parties; update planning tools; create and send invitations; manage RSVP and comp lists; manage event registration, assist with speaker and sponsorship management, the site selection process, contract negotiations, and other logistical meeting requirements as needed.
Manage badge production, directly or with vendor. Proof registration types/codes, email communications, marketing materials, onsite program book etc.
Create and maintain conference apps and conference websites.
Schedule, assemble, pack, and ship materials to event site, making arrangements to retrieve and sort offsite materials in time for needed updates and replacements.
In coordination with the Meetings and Events Director, supervise set-up for the registration desk and the assignment of temporary and permanent onsite staff.
In coordination with the Meetings and Events Director, coordinate vendor contracts, invoices, credit applications, deposits, and payments to supplier and hotels as directed.
Manage pre-event and on-site logistics as assigned. Act quickly, diplomatically, and in the best interest of ASCRS to resolve pre-event and onsite challenges.
Provide pre-planning support as needed for in person Council and Trustee meetings.
Coordinate with and support staff liaisons whose committees have oversight for scholarship and travel stipend programs that include attendance at ASCRS meetings.
As requested assist with award processing, plaque production, recognition plaques and certificates for volunteer leaders and Annual Meeting awards.
Significant interaction with ASCRS departments including but not limited to:
Education; coordination on content for the conference app, course content and schedules, CME and other credit claim coordination, meeting evaluation.
Marketing/communications; coordination on website and online community content, particularly registration and hotel-related.
Corporate Relations; coordination on exhibit and sponsor sales, registration and assistance with resolution of onsite issues.
Member Services; coordination on materials for the membership booth onsite at the Annual Meeting and registration for scholarship and other VIP attendees.
ASCRS leadership; timely and accurate reporting on registration and hotel pick-up pre-meeting and via daily onsite reporting, as well as post meeting wrap up reporting.
Key responsibilities for Member Services include:
With the Member Services Manager and the Project Specialist – Education and Member Services, develop a schedule for daily call coverage and tracking.
Assist the Member Services Manager to respond to and triage day to day requests for assistance ensuring that all calls and emails receive a response within 24 business hours.
Assist with tracking member applications and preparation for review by the Credentials Committee.
Assist with production of membership certificates working directly with the vendor partner.
Document member services process and procedure and update as needed.
Assist with payment follow-up for member candidates.
What qualifications are needed?
BA/BS degree or equivalent experience and at least 4 years of event support for meetings with a minimum of 1,000 attendees including registration, reporting and member service experience preferably in a health care society or other professional association.
Experience working remotely, within a small team environment wearing multiple hats. You are flexible and understand the need to be nimble in a lean organization.
Strong collaboration skills across all levels. You possess leadership qualities including empathy and accountability, to form strong relationships with colleagues, members and external stakeholders.
Ability to address/resolve member issues quickly, using a clear, thoughtful manner and “member first” service perspective.
A digital citizen with advanced knowledge of Microsoft Office products particularly Word, Excel, and PowerPoint. Intermediate to advanced experience with iMIS or other AMS, including reporting. Extra credit for experience in an Office 365 environment. Travel and expense reconciliation (Concur or similar), web conferencing tools, project management software e.g. TeamWorks, Survey Monkey, web editing, web community management (Higher Logic). Basic math skills needed to calculate change (money), formulas, commissions, discounts, etc.
Service-oriented attitude and the desire to work with/for multiple people with a variety of personality-types and various levels of need for support.
Creative and innovative with the ability to work efficiently and meet deadlines. You have a proactive and positive approach to process improvement and learn on the fly.
Experience traveling, living or working outside the U.S. helpful. Bi-or multilingual a bonus.
Ability to travel up to 25 days a year to ASCRS meetings.
This position sometimes requires a person to bend, stand and walk for long periods of time (up to 8 hours).
What's in it for you?
Virtual office/work at home with one-day-a-week co-work space for staff meetings and collaborative work for staff located in the Chicago area.
Short and long term disability insurance.
Life and AD&D insurance.
401(K) plan with employer match.
Generous PTO, holiday and comp time.
The American Society of Colon and Rectal Surgeons (ASCRS), and the Foundation of the American Society of Colon and Rectal Surgeons is an Equal Opportunity Employer.
Internal Number: 008
About American Society of Colon and Rectal Surgeons
The American Society of Colon and Rectal Surgeons (ASCRS) and its affiliate, the Research Foundation of the American Society of Colon and Rectal Surgeons, is a vibrant, collegial and highly respected community of health care professionals who have been dedicated to advancing the understanding, prevention and treatment of disorders of the colon, rectum and anus for nearly 125 years. ASCRS represents approximately 4,000 physicians and other health care providers interested in the specialty of colon, rectal and anal surgery. Visit us at www.fascrs.org. Please note that ASCRS is moving from its current association management company to independent status as a direct employer, with a target date of April 1. Candidates should not contact the management company.