Senior Meetings Manager, CIS

Client Associations: Clinical Immunology Society (CIS)

Position

Reports To:

Executive Director, CIS

Direct Reports: Meetings & Administrative Coordinator

Employee Status: Exempt, Full-time (Minimum of 37.5 hours/week)

Role Type/Level: Senior Level

The Clinical Immunology Society (CIS) is devoted to fostering developments in the science and practice of clinical immunology. The primary objectives and purposes of this Society are:

This position works closely with the Executive Director of CIS overseeing aspects of logistical, programming, abstract planning, and on-site logistics for the Clinical Immunology Society (CIS) Annual Meeting and various Schools. Additionally, they work with the Executive Director in all areas of CIS client activities, managing specific committee and administrative projects as assigned.

• Manage CIS Schools including:
  • Establish and maintain School timelines and budgets
  • Liaise with School Chairs
  • Manage Request for Proposal and site selection process
  • Negotiate hotel contracts
  • Manage the application process, selection, and management of attendees
  • Work with Communications & Administrative Manager to develop marketing strategies for the Schools
  • Work with the Executive Director to develop and monitor budgets
  • Coordinate travel for attendees
  • Produce on-site meeting materials for attendees
  • Manage all logistics for schools, including off-site events, ground transportation, food and beverage, and rooming lists
  • Attend Schools
• Manage CIS Annual Meeting including: site selection, contracting, development, promotion, registration, catering, exhibit hall, sponsorship, operations manual, and vendor management.
• Coordination of CME for Annual Meeting using third party vendor
• Prepare conference planning timelines and administer scheduled projects
• Serve as staff liaison to the Program, Advocacy, and Genetics and Genomics Committees and Newborn Screening Task Force and coordinates all conference calls / meetings including the production and distribution of agenda, materials, taking and circulating minutes and correspondence
• Coordinate exhibiting at – and attend – related society meetings, when decided by council
• Communicate with moderators, sponsors, exhibitors, partnering organizations, and speakers
• Coordinate the set-up of the abstract system as well as the review and selection process
• Supervise meeting registration and oversee confirmation, payment, course selection, etc.
• Manage room blocks with hotels, providing periodic room block pick-up and send to Executive Director to review
• Contract outside vendors for social events, exhibition decorating, audio-visual, security, registration and other temporary staff, freight services. Provide direction for outside vendors to ensure adherence to budget and quality service
• With the direction of the Executive Director, coordinate CIS fundraising/sponsorship efforts and provides periodic updates to CIS Council
• Attend Schools, Council Meetings, Annual Business Meeting, and Leadership Retreat as necessary
• Provide final results including budget, attendance, etc. for each meeting
• Coordinate specific projects as directed by the Council, Executive Committee, and Executive Director
• Under the direction of the Executive Director, develop systems and track them in a policy manual and procedures manual
• Manage Meetings and Administrative Coordinator and assign duties and responsibilities
• Other duties as assigned

Proficiency in Word and PowerPoint; knowledge…