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Meeting Coordinator I in Houston, TX at Universities Space Research Association

Date Posted: 4/7/2018

Job Snapshot

Job Description

The meeting coordinator I works closely with the meeting coordinator supervisor and the MPS team to support all details of conferences, workshops, and other meetings for the Lunar and Planetary Institute (LPI) and other USRA entities, as required.

Position Summary:

Plans, organizes, and implements technical and logistical details in the execution of conferences, workshops, and other meetings with varying numbers of attendees and at all levels of complexity.  Meeting support details include but are not limited to procurement strategies, budget administration and reconciliation, contract negotiations, venue selection and set-up, travel and travel stipend coordination, vendor sourcing, coordination of announcement text, and administration.  Also supports onsite meeting coordination, registration, and troubleshooting, as required.

Essential Duties/Responsibilities:

  • Collaborates with the meeting convener to establish dates, venue, format, products, and special needs of assigned conferences, workshops, and other meetings.
  • Coordinates scheduling of announcements, calls for abstracts, production of pertinent meeting publications, pre-registration, and registration products.
  • Develops detailed budgets to capture anticipated event costs and tracks costs to approved budget. Collects and accounts for registration monies.
  • Makes logistical arrangements and procures services for meeting needs, including facilities, hotel accommodations, catering, audio-visual and computer equipment, transportation, and miscellaneous meeting-related requirements. Advises supervisor of contracts for services, and with concurrence of supervisor and in collaboration with contracts, procures services and expends funds for supplies and meeting expenses.
  • Provides onsite administration of conferences, workshops, and other meetings to ensure that all real-time meeting requirements and requests are met.
  • Coordinates travel and travel stipends for conference, workshop, or meeting
  • Maintains documentation and filing of conference, workshop, and meeting notes, announcements, attendee lists, statistical information, funding requirements, etc. Generates reports, as requested or required.
  • Assists with the processing of abstracts, organization and/or production of program and program booklet, and preparation of meeting products (badges, tickets, receipts, etc.).

 

Other job-related duties, as assigned

Required Qualifications:


Education:  

Associate’s degree, specialized training in meeting and event coordination, or equivalent experience

 

Experience:  

Two years of related experience successfully working in a deadline-driven, multi-project team environment

 

Licenses, Certifications:  

CMP preferred

 

Knowledge, Skills & Abilities:  

  • Knowledge and experience using project management methodology and tools
  • Experience using electronic tools, databases, and audio-visual and equipment required to facilitate meetings
  • Ability to negotiate with hotel, conference centers, and other meeting facilities in establishing meeting support services
  • Ability to estimate budget, facility, attendance, and logistic requirements for meetings, based on meeting goals and requirements

Attributes:

 

  • Positive, supportive, and resourceful attitude
  • Detail-oriented, with the ability to follow established procedures or suggest new procedures to improve departmental processes
  • Excellent organizational, priority-setting, creative problem-solving, and people skills
  • Excellent customer service skills
  • Ability to lead and collaborate with ad hoc project teams as well as team members to enhance and sustain cooperative efforts while appropriately applying judgment and discretion
  • Ability to work extended hours and/or weekends, as necessary
  • Ability to work independently, which requires time management skills, self-reliance, and a strong work ethic
  • Must be a U.S. citizen and able to pass a government security background investigation to secure approval for appropriate access to government facilities

 

Technology:

  • Proficiency in Microsoft Office and its applications
  • Personal computer and peripherals
  • Ability to quickly learn and use specialized meeting-specific software

Working Conditions:

  • Time constraints may necessitate extended hours to the standard workday.
  • Vacation periods may be restricted due to inflexible meeting dates.
  • Occasional use of personal vehicle may be required to commute to remote sites.

Travel: 

Travel to support offsite meeting locations is required.

Applicants should apply to the posting at https://usracareers.silkroad.com/ and include a letter of interest, resume, or curriculum vita.  Review of candidates will begin immediately.  Additional information on USRA can be found at www.usra.edu

USRA is an Equal Opportunity Employer Minorities/Females/Protected Veterans/Disabled/Sexual Orientation/Gender Identity

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