Integrated Operations and Meetings Coordinator

AAOS

Job Description

You are a collaborative team member with drive and passion for delivering an exceptional customer experience. Your superior skills in organization, communication and time management are unparalleled. While flexing your multi-tasking meetings and operations skills, showcasing your reliability and being known as the go-to is what makes you tick. You are extremely technologically savvy, cooperative, supportive and live and breathe a “can do” attitude. You are confident, humble and radiate credibility with all levels inside and outside of an organization.

If this sounds like you (or someone you know), please read on! 

The Integrated Operations and Meetings Coordinator is responsible for supporting the Integrated Operations team on a variety of tasks and deliverables. Working closely with the Business Lead and Integrated Operations team, this position coordinates logistics and contracting of key Academy meetings, CME courses and other Academy events.  Collaborates with AAOS staff liaisons on meeting and event support needs. Negotiates contracts, coordinates catering, AV and conference room sets. This position may assist with site selection, room block management, meeting space and coordinates NOLC/Fall Meeting registration. Provides virtual and in-person meeting support to various AAOS teams. This may include helping with platform testing, presentation setup, registration setup, sending communications to attendees, meeting facilitation, course evaluation, course completion activities, etc.

Work closely with the Integrated Operations team on logistics planning, coordinating, execution of virtual meetings and on-site management of in-person meetings and events. Independently coordinate meeting and event logistics as assigned. Collaborates with AAOS staff liaisons on meeting and event support needs.

Responsible for coordinating logistics of CME Courses and miscellaneous offsite AAOS meetings. Negotiates and manages hotel contracts, securing meeting space and hotel rooms for CME courses and events based on submitted meeting request forms. Creates and maintains meeting history of initial and final sleeping room blocks, meeting space, food & beverage and audiovisual requirements and AAOS revenue generated at each hotel.  Assist with site selection review.

Develops BEOs, schedules catering and audiovisual equipment, confirms guarantees, prepares rooming lists as needed, reviews and reconciles invoice and assists with budgeting. Assist in cancellation process and communication in the event of an entire meeting, partial event space, and/or room block or reservation requires cancellation for CME Courses and other offsite AAOS meetings or events.

Assist Business Lead with planning of Board of Director Meetings, Officers’ Retreat, Board Workshop and other logistical aspects. Researches, recommends and contracts venues, etc. Assist with budget preparation, invoice review and reconciliation.

Coordinates all registration for National Orthopaedic Leadership Conference/Fall Meeting from inception to final reports including invitations, badges, follow-up with attendees, coding housing/billing of reservations and onsite registration. Produces final reports and keeps history of registration numbers by category.

Responsible for collecting all Orthopaedic Society Meetings and Annual Meeting event requests, meeting space selection, room assignment, providing hotel contacts and preparation of documentation for AAOS Specification guide and final program.

Working closely with Business Lead, coordinates aspects of Annual Meeting social events. Assist with venue selection, recommendation of activities and/or themes, contract negotiation, securing entertainment, catering arrangements, transportation, invitations and room sets. Assist with budget preparation, invoice review and reconciliation.

Integrated Operations administrative duties include contract data entry and contract management in Contract Processing System (Agiloft). Update contracts and contacts in shared team folder. Provide contract management support to other departments as requested in JIRA. Updating department procedures and policies, master event calendar for in-person/virtual meetings and events. Share Jotform and Hub administration, etc.

Coordinate virtual meeting requests submitted by AAOS staff and specialty societies. This may include helping with platform testing, presentation setup, registration setup, sending communications to attendees, meeting facilitation, course evaluation, course completion activities, etc.

Provide special event support for events held at headquarter Rosemont office and/or offsite venues.    

In conjunction with the Integrated Operations team members, conduct staff liaison training sessions and identify support opportunities with other AAOS teams as needed.  

Exemplifies the following essential values of the Academy: 

  • Teamwork: Effective collaboration and team-focus to solve complex problems and drive innovation.
  • Empowerment: The authority, information, and skills to make decisions and drive results.
  • Accountability: Ownership of process and results that drive decisions and ensure implementation.
  • Mindset of Growth/Continuous Learning:  Focused on and invested in self and staff development to become more adaptable, making the Academy more agile, innovative, and sustainable. 

Travel:

  • Up to 20 days per year

Qualifications:

Required:

  • 2 years of college or an Associate’s Degree
  • 3 – 5 years of Meeting planning experience
  • Above average ability in communication and human relations skills; strong interpersonal and organizational skills
  • Word processing and database experience
  • Flexibility and adaptability to changing work environment
  • Proficiency in Excel, Word and PowerPoint. Knowledge of Personify a plus
  • Association experience
  • Experience with volunteers
  • Hotel and venue contracting experience

Desired:

If this describes YOU, please apply by sharing the following:   

-Clearly communicate why you are the ideal candidate for this role, providing specific examples and experiences as proof points.

-Resumes must be accompanied by a cover letter with salary expectations to be considered. 

Please note:

This position is based in Rosemont, Illinois and is open to applicants who are able to relocate to commuting distance to that office.

AAOS requires all employees to be fully vaccinated against COVID-19. An applicant (i) who is disabled or who has a qualifying medical condition that contraindicates a COVID-19 vaccination, or (ii) who objects to being vaccinated on the basis of a sincerely held religious belief, observance or practice may request a reasonable accommodation. This determination will be made on a case-by-case basis and in accordance with applicable law and public health guidance. Any medical information concerning an applicant's disability will be treated as a confidential medical record in compliance with applicable federal, state and local laws.  Exemptions from the vaccine policy may also be provided to fully remote positions that do not involve any business travel or in-person work activities.

Job Requirements

 

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