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Job Opening details:-
Company Name :- American Board of Pediatrics
Position Name :- Meeting and Event Planner
Company Location :- Chapel Hill, NC 27514
Job Category : Back office jobs
Full Job Description :-
American Board of Pediatrics
Job Title: Meeting and Event Planner Work Schedule: M-F, Business Hours8:00am-5:00pm Evening and Weekends as needed
Department/Group: Professional Services Covid Vaccination: Required
Location: Chapel Hill, NC Travel Required: 10-20%
Hiring Range: $70,000-$75,000 Position Type: Full-Time
Grade: 11 Work Environment: Hybrid
Paid: Bi-Weekly Date Posted: 4/11/22
Background Check: Required Posting Expires: 5/11/22
Benefits:
Health and Dental insurance, effective on the first day of employment
Vacation, personal, and sick leave
Defined Benefit Pension plan
Orthodontia self-insurance program
Life/AD&D insurance
Travel Accident insurance
Long-term Disability insurance
Flexible Spending Account (FSA) program
HSA Employer contribution
About ABP The American Board of Pediatrics certifies general pediatricians and pediatric subspecialists based on standards of excellence that lead to high quality health care for infants, children and adolescents. The ABP certification provides assurance to the public that a general pediatrician or pediatric subspecialist has successfully completed accredited training and fulfilled the continuous evaluation requirements that encompass the six core competencies: patient care, medical knowledge, practice-based learning and improvement, interpersonal and communication skills, professionalism, and systems-based practice. The ABP’s quest for excellence is evident in its rigorous evaluation process and in new initiatives undertaken that not only continually improve the standards of its certification but also advance the science, education, study, and practice of pediatrics.
Job Description
This position is responsible for organizing, planning, and overseeing meetings and special events primarily held inChapel Hill. Aid the Director, Professional Services in coordinating activities related to the ABP committee meetings and maintenance of the historical documents’ archives. Serve as redundancy for Manager, ProfessionalServices in entering/maintaining appointee information in the CMS/FOB system, Outlook, and BoardEffect Portal.
ROLE AND RESPONSIBILITIES
Meeting Planning:
Communicate effectively and interact professionally with ABP volunteers, senior level management, staff, as well as other representatives from outside organizations, hotel management, vendors, corporate travel agency, and airlines.
Coordinate, plan, and oversee details of assigned meetings and identify resources needed to ensure the outcome of successful meetings. Anticipate, trouble-shoot and resolve non-routine meeting situations that may pose a negative impact or result.
Independently compose/prepare detailed, clear, concise meeting specifications, meeting schedules, correspondence, and other meeting materials ensuring accuracy of the documents and timely distribution to the attendees, staff, hotels, and vendors throughout the duration of the meeting process.
Prepare Board Effect workrooms with meeting information, meeting dates, and maintain address updates.
Prepare hotel and vendor contracts, serve as travel coordinator with the travel agency, and ensure orders for services provided for meetings are processed accurately and in a timely manner.
Review and approve meeting invoices and prepare post meeting materials for accounting.
Serve as a member of the Staff Events team to coordinate, plan, and oversee details of various staff events.
Assist travelers with travel difficulties during or after business hours.
Appointees Information:
Enter new appointee member information as they are onboarded into CMS/FOB system, Outlook, andBoardEffect Portal and assist with maintaining all appointee information in these platforms ensuring accuracy.
Assist with compiling appointees’ Conflict of Interest declarations for inclusion in committee/subboard meeting agenda books.
Compose letters and email correspondence in preparation of new appointment, reappointment, and thank you letters.
Assist with coordinating the service award schedule when appointee terms end.
Maintain BoardEffect as a co-administrator and serve as the back-up contact for internal and external users for training and operating needs.
Administrative:
Coordinate, schedule, and prepare meeting materials/presentations for ABP committees staffed by the Director of Professional Services (e.g., Charter & Bylaws Committee, Conflict of Interest Committee, NominatingCommittee) with follow-up on items, as needed.
Coordinate/maintain revisions made to the Charters & Bylaws, Appointees/Employee Travel Policy, CommitteeRoles/Responsibilities, Societies List, and Historical Timeline.
Liaison between the Records & Information Management (RIM) and Professional Services departments to ensure guidelines are followed for archiving of historical records.
Archive documents/historical records (minutes, agendas, policies, bylaws, appointee files, etc.) electronically using Sharepoint.
Post/maintain relevant meeting materials for ABP Board of Directors and committees (agenda books, minutes, presentations, etc.) in workrooms on BoardEffect Portal.
Coordinate/manage the department meeting supplies, ensuring orders and invoices are processed accurately.
Assist the Director and Manager of Professional Services with other duties as assigned.
QUALIFICATIONS AND EDUCATION REQUIREMENTS
Education:A Bachelor’s degree in a business, hospitality/tourism, or related field is preferred, or in lieu of a degree five years of experience in a related field, preferably in hospitality/tourism.
Experience:Five years of experience in administrative/office environment and the meeting industry is required.
Knowledge, Skills, and Abilities:
Broad knowledge and understanding of the meeting/event industry and various ABP programs that impact/ effect daily activities.
Knowledge of and demonstrated ability to use Microsoft Word, Excel, PowerPoint, Outlook, InDesign,
Qualtrics, Adobe Illustrator, Wrike, and Microsoft Teams including knowledge of SharePoint functionality when collaborating with Microsoft software in the cloud.
Strong organizational skills with demonstrated ability to set priorities and manage multiple, concurrent, and overlapping activities, meeting deadlines by working both independently with minimal supervision and collaborating with others.
Exhibition of high degree of dependability; good use of judgment in selecting alternative courses of action; show initiative in resolving non-routine situations requiring specialized knowledge or judgment.
Excellent verbal and writing skills that are clear and concise; attention to detail when composing/editing complex correspondence, documents, and reports utilizing an excellent command of grammar, punctuation, and spelling.
Ability to communicate effectively and interact professionally with ABP volunteers, internal/external senior level management, staff, and others to promote a team effort and maintain a positive attitude even under pressure.
Demonstrated ability for accuracy and thoroughness and monitoring own work to ensure quality; ability to prioritize and perform efficiently even in deadline situations, ability to multi-task and manage multiple meetings/projects.
Ability to be creative and innovative.
Ability to react effectively and quickly in emergency meeting situations that may require a sudden change.
Special Requirements:
Work in a hybrid environment with some on campus work.
Must be available to work onsite for in-person meetings.
Must be available via cell phone after regular business hours for ABP volunteers’ travel questions/difficulties.
Provide coverage, as needed, outside of regular office hours, including evenings and weekends, for meetings/ events.
Must be fully COVID 19 vaccinated or have an approved medical or religious exemption in place.
PREFERRED SKILLS
Certified Meeting Professional Certification is recommended.
AA/EEO
The ABP is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, gender identity, age, sexual orientation, genetic information, status as an individual with a disability, or status as a protected veteran.
Final candidates are subject to background checks.
The ABP participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.
Job Type: Full-time
Pay: $70,000.00 – $75,000.00 per year
Schedule:
Monday to Friday
Experience:
Events management: 5 years (Required)
administrative/office environment: 5 years (Preferred)
Work Location: One location
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