Meetings and Conferences Program Coordinator
The Academy of Management (AOM) is the preeminent professional association for management and organization scholars. Our worldwide members are professors and Ph.D. students in business schools at universities, academics in related social science and other fields, and practitioners who value knowledge creation and application. Founded in 1936, our global community today is nearly 20,000 strong, spanning more than 120 countries.
OUR VISION is to inspire and enable a better world through our scholarship and teaching about management and organizations. OUR MISSION is to build a vibrant and supportive community of scholars by markedly expanding opportunities to connect and explore ideas. Learn more about us at http://aom.org/
In addition to salary, the Academy of Management offers eligible employees a generous and comprehensive benefits package, including group medical, dental, vision, FSA, life insurance, short and long-term disability, 401(k) employer match, generous paid time off and holidays, and other supplemental benefits!
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Meetings and Conferences Program Coordinator
The Meetings and Conferences Program Coordinator is responsible for organizing a multifaceted submission and program development process for the AOM Annual Meeting, and other program related meeting's needs, as required. The role works cross-departmentally, as well as with volunteers and committees, to collaboratively coordinate and implement programs to provide outstanding service and attendee experience.
Program Development Organization, Coordination, and Support (60%)
Works with the Meetings and Conferences Program Manager and independently, for all related program tasks related to the Annual Meeting including program development, submission, reviewer and scheduling systems, member database, presentation management, website, and meeting platform management.
Manages ancillary events with committees, volunteers and attendees during the Annual Meeting including preliminary planning of all elements from registration and logistics to onsite execution and post meeting follow up.
Makes recommendations for improving program function and design; implements changes in a timely and accurate manner.
Responsible for all aspects of program coordination related to various meeting platforms, including scheduling virtual and hybrid sessions, supporting presenter roles, and creating a seamless user experience, development of guidelines and workflow for well-functioning hybrid and in-person events.
Supports volunteers including chairs, conference, and specialized committees and affiliate groups regarding criteria, policies, deadlines, and procedures related to program development and planning process.
Works in conjunction with the Meetings and Conferences team and IT department to identify the appropriate program system updates related to the planning, development, and execution of assigned meetings and conference programs.
Participates in, plans, and conducts regular meetings with internal departments including Membership, Marketing and Communications, IT, Finance, Publications and Governance to determine needs related to coordination, production and development of the program and program planning process and related materials.
Works with various volunteers and committees to support volunteer workload, and guides and develops volunteer ideas and plans related to program development for the Academy’s meetings and conferences.
Responds to participant questions and requests related to meetings and conferences. Solicits and provides feedback on member needs for training, education, and information.
Makes recommendations for improving program function and design; implements changes in a timely and accurate manner.
Updates process documents using templates to outline deliverables for assigned programs. Establishes a workflow schedule, facilitates prompt and accurate handling of all program details. Performs maintenance, and periodical review of processes for updates and improvements. Aids in the creation of new guidebooks, virtual tools, videos, and tutorials when required.
Logistics and Planning (20%)
Works in conjunction with the Meetings and Conferences team to coordinate and execute specific assigned tasks related to logistics and planning.
Collaborates with committees, volunteers, and staff and carries out program related activities and events that include a logistical planning component, such as but not limited to special events and awards.
Responsible for daily administrative functions related to coordination of meetings and conferences including project management, process documents, task timelines, communications, training, budgeting, as well as conducting on-site meeting and conference planning and execution.
Registration and System Management (20%)
Works in conjunction with the Meetings and Conferences team to identify and coordinate registration solutions for each assigned meeting and conferences. Provides registration system support.
Works with IT team to determine usage of current technology solutions including integrated external and internal products and systems.
Coordinates all aspects of hybrid meetings through a virtual meeting platform, and with audio visual providers.
Provides technology support for meetings and conferences, act as the IT liaison to research, recommend and maintain systems related to program development, registration and overall meeting and conference management.
Works with the Program Manager to incorporate electronic, web, and video library offerings.
Provides departmental support and assistance related to meetings and conferences, as needed.
Cross trains in a variety of office support functions, assists with special projects as needed.
Coordinates communications including mass e-mails, website updates and social media posts, and responds to requests for information about meetings and conferences and related matters via email and phone.
Education and Experience:
Minimum of bachelor’s degree or equivalent experience in related field required.
Minimum 2 years of experience in organizing multi-faceted conferences, programs or other types of meetings or complex scheduling process or other closely related function.
Prior experience with communicating, servicing, and maintaining key volunteers, vendor, and staff relationships.
Experience and understanding of information systems and applications related to meeting program development.
Computer literate in current Windows operating systems, Microsoft office programs, including familiarity with databases, billing systems, report writing, and records management required.
Experience with evolving virtual meeting platform solutions, technology, and associated audio-visual production preferred.
Knowledge of alternative delivery systems for educational content a plus.
Skills and Abilities:
Effective oral and written communication skills.
Highly developed service orientation and interpersonal skills to foster and develop member and volunteer relationships and teamwork among staff.
Ability to take initiative, prioritize and multitask while paying close attention to detail in a deadline driven environment.
Sound decision making, critical thinking and problem-solving ability.
Solid work ethic, personal integrity, and high professional standards.
Strong technology aptitude and computer skills with the ability to quickly learn and navigate new systems.
Ability to understand and appreciate the needs of the association industry and academic market.
Hybrid Work Environment and Travel Requirements:
This position is hybrid and requires Wednesday and Thursday’s in-office. Periodic domestic and international travel may be required, approximately 6% annually. Travel typically includes use of various methods of transportation (car, plane, rail), depending on the location.
Salary Range: Depending on experience, $58,000-$62,000 annualized, salaried non-exempt.