Meeting/Conference Coordinator or Specialist - (17000153)
The Institute for Innovation and Implementation at the University of Maryland, Baltimore School of Social Work has an opportunity for someone to join their team as either a Meeting/Conference Coordinator or Specialist. The team is responsible for meeting planning for local, state, and national trainings, meetings, and conferences. The selected candidate's title will be determined based on their education and experience.
The Institute serves as a national training, technical assistance, evaluation, policy, systems design, and finance center that is focused on children's behavioral health. The Institute supports state and local governments and organizations to implement effective systems and practices to best meet the needs of children and youth with complex behavioral needs and their families. This support is provided through three primary units within The Institute: Policy and Finance; Technical Assistance & Implementation; and Research & Evaluation. These units work in an integrated fashion to assist governmental and other organizational entities to achieve better outcomes for children, youth, and their families.
The University of Maryland, Baltimore offers a generous benefits package that includes 22 vacation days, 14 floating and holidays, 15 sick days; comprehensive health insurance and retirement options; and tuition remission for employees and their dependents at any of the University System of Maryland schools.
This position will require out of state travel.
Coordinate logistical aspects of event or meeting management, including scheduling, audiovisual, transportation, catering and logistic communication to attendees.
Provides professional and administrative support services including facility set-up and tear down, tracking supply inventory, on-site registration, audiovisual support, guest services, and troubleshooting issues that arise throughout the event. Assess outcomes and make appropriate recommendations.
Runs regular event registration reports and coordinates events using the Event Portal.
Promotes and develops client and guest relationships. Provides courteous, timely, and informative responses and solutions to external questions and requests concerning meetings and accommodations.
Manages events onsite.
Performs other related duties as assigned.
Utilizes subject matter expertise to manage all logistic aspects of the national conference including scheduling, facility set up and tear down, supply inventory, registration, vendors and timeline management, and troubleshooting. Solely accountable for the success of the event.
Independently takes the lead to generate proposals, contracts, and other documents to secure business for all services related to an assigned event(s) such as facility, catering, audiovisual, setup, transportation, and accommodation details.
Promotes and develops client and guest relationships. Serves as primary liaison for vendors, VIP clients and guests and resolves complex issues/concerns independently. Provides courteous, timely, and informative responses and solutions to external questions and requests concerning meetings and accommodations.
Manages budget, tracking expenditures and respective accounts, and preparing financial reports.
Performs other related duties as assigned.
Meeting/Conference Coordinator: Bachelor's degree in Communications, Marketing, Business, Meeting and Event Planning, Hospitality or other related field. Two (2) years of related experience in event or meeting management, development, or public and client relations. Equivalent combination of education and experience may be substituted.
Meeting/Conference Specialist: Bachelor's degree in Communications, Marketing, Business, Meeting and Event Planning, Hospitality or other related field. Three (3) years of related experience in event or meeting management, development, or public and client relations. Experience in managing and leading the planning and logistics of a conference with 1,000 or more attendees is strongly preferred. Equivalent experience and education may be substituted.
Knowledge, Skills, and Abilities:
Possesses a knowledge of position requirements and able to perform position in compliance with all requirements/regulations/laws. Knowledge of event/meeting planning and venue/catering/transportation contracting. Ability to conduct negotiations and gain agreement from interested parties. Ability to maintain high standards with the work being performed and maintain awareness with trends and influences. Assumes personal responsibility for all outcomes; makes effective and timely decisions; and learns how to effectively use technology. Maintains productivity and uses strategies to increase knowledge base.
Ability to effectively communicate both verbal and written thoughts, ideas, and facts. Writes and presents information in a clear and concise way. Interprets and understands written information and is able to listen attentively to verbal and non-verbal cues that lead to a deeper understanding.
Ability to work cooperatively and network with others and demonstrates professional, ethical, respectful, and courteous behavior when interacting with others. Capable of interacting pleasantly and positively with other to meet customer expectations, and provide follow up with customers. Ability to work effectively under pressure.
Ability to train and evaluate professional staff. Capable of exercising initiative, resourcefulness, and sound judgment with an ability to solve problems independently and make quality decisions. Ability to establish goals, structures, and processes necessary to implement a mission. Skilled in continuously seeking to improve the quality of services and processes. Ability to prioritize ongoing and new projects necessary to implementing a specific organizational program.
Ability to create and manage a budget and prepare non-routine reports. Ability to manage websites and online databases.
Hiring Range for the Coordinator is mid to high 40s, commensurate with education and experience.
Hiring Range for the Specialist is low to mid 50s, commensurate with education and experience.
If accommodations are needed, contact Staffing & Career Services at 410-706-7171, Monday – Friday, 8:30am – 4:30pm EST. Maryland Relay can be accessed by dialing 711 (in-state) or 1-800-735-2258.
Equal Opportunity/Affirmative Action Employer. Minorities, women, protected veterans, and individuals with disabilities are encouraged to apply.
Job: Exempt Staff - E2921D
Employee ClassEmployee Class : Exempt Contingent IIExempt Regular
Full Time/Part Time: Full-Time
Shift: Day Job
Financial Disclosure: No
Organization: Social Work - The Institute for Innovation and Implementation
The University of Maryland, Baltimore (UMB) is the State's public health, law and human services university devoted to excellence in professional and graduate education, research, patient care, and public service. As a diverse community of outstanding faculty, staff and students, and using state-of-the-art technological support, we educate leaders in health care delivery, biomedical science, globa...l health, social work and the law. We emphasize interdisciplinary education and research in an atmosphere that explicitly values civility, diversity, collaboration, teamwork and accountability. By conducting internationally recognized research to cure disease and to improve the health, social functioning and just treatment of the people we serve, we foster economic development in the City, State, and nation. We are committed to ensuring that the knowledge we generate provides maximum benefit to society and directly enhances our various communities.