Jobs

(Brief general statement, typically in one to two sentences, that summarized the overall purpose of the job)  

The Course & Conference Planner fulfills project management responsibilities directly associated with delivery of educational programming. The position provides oversight of administrative support activities for scientific courses, workshops, conferences and administration of course, conference and workshop budgets.  This position requires independent decision making during events and interaction with internal and external scientific faculty, grant agencies, internal and external attendees, internal facilities staff, grants office staff and external vendors. The position develops and implements marketing strategies and monitors for care and well-being of course participants, taking appropriate action where required.

 

(List the major responsibilities assigned to the job, indicating the most important first usually taking more than 15% of incumbent’s time. No more than five and indicate the relative % effort for each. ) 

•       Provide onsite and planning support for program activities including both on campus and off campus courses, workshops and/or conferences.  Responsibilities for event planning and delivery include planning with faculty, meeting management with scientific organizers, managing internal and external attendees, supervising internal support staff (hospitality and AV support), and developing contracts with external vendors or external service providers. (35%)

•       Administer budgets by reconciling and closing out grant and fiscal year activities to ensure events are (35%). 

•       Train, provide and supervise work assignments for event planning staff and/or entry-level event planners; train education staff on budgeting and registration management (15%)

•       Project-manage educational program activities from initial planning and marketing, website management, online registration and online evaluation program delivery through reimbursements and budget close-out. To include tracking and assessment of course registration and talking mitigating action where required. (15%)

•       Other duties as Assigned:

Contribute to the achievement of annual revenue goals

Contribute to the development and implementation of strategies to manage an expanding course offering portfolio.

Manage residential environments through use of people management, communication and social skills.

 

(List the performance to be measured and how, to confirm that responsibilities are being executed to achieve desired results)

•       Event success as measured by registration/participation numbers and budget management.

•       Effective coordination of planning activities for programs, including conference calls, marketing communications meetings, and longitudinal course tracking.

•       Timely and efficient management of revenues and expenses for up to 50 accounts (Internal accounts)

•       Effective oversight, supervision and training of entry level event planning staff

•       Effective decision making and conflict resolution during course, workshop or conference programs, including management of AV support staff and catering support staff or vendors.

•       Positive feedback in registrant course evaluations

 

(List the job’s impact on end results in support of the Laboratory’s strategic initiatives and departmental goals as measured through operational efficiency & effectiveness, quality, health, safety, people, internal & external customer service, internal & external collaborations, and The Laboratory’s image.   What are the consequences of  freedom to make decisions and act independently?)

•       The Courses and Conferences Program is a respected provider of advanced training in genetics, genomics and mouse biology.   Course and Conference staff members are ambassadors for the scientific public through our programs.   Successful delivery of programs and effective management of program budgets play a critical supporting role in fulfilling the training and education mission. The Courses and Conferences Program is a revenue generator and the senior event planner is a critical staff member in achieving this goal.

•        The Senior Course & Conference Planner acts as the primary contact for course/conference organizers and is expected to use discretion in all manner of activities, especially in prudent management of all program budgets and accounts.  

•       The Senior Event Meeting/Planner is also responsible for training and otherwise mentoring new C&C staff (event Coordinator I, Courses and Conferences Planners, Administrative Assts.).

 

(The minimum degree in education, experience, specialized knowledge and other requirements to perform the job, e.g. licenses, certifications, ability to travel;  five to eight at most)

• Bachelor’s degree or 4 years of directly applicable experience in event planning or similar role. 

• .  A professional Meeting Planner’s Certificate is preferred.

• Exceptional people management, communication and social skills.

• Exceptional organizational, decision making and project management skills, including the ability to plan, prioritize, schedule, and successfully carry out multiple projects at the same time to successful conclusion.

• Demonstrated successful events planning management skills with the ability to manage details of multiple and complex projects within firm schedules, set priorities that accurately reflect the relative importance of activities or job duties, and effectively carry out event goals in a manner that enhances the image of the Laboratory. 

• Demonstrated success in budgeting and accounting, including understanding of federal grant accounting rules and policies.

• Demonstrated ability to lead and train others effectively.

• Travel is required

• Must possess and maintain a valid driver’s license