Director, Convention Operations at American Diabetes Association

Remote | Full-time
American Diabetes Association

Director, Convention Operations 

Description:

Reporting to the Managing Director, Professional Education, this position is charged with the responsibility of providing comprehensive logistics support in all aspects of the Association’s annual Scientific Sessions meeting, Clinical Update Course, and other Professional Educational meetings.

Position Responsibilities:

The Director will spearhead the planning and direction of the Association’s efforts to cultivate and better meet the needs of professional constituents serving patients with and at risk for diabetes. The Director will effectively represent the Association internally and externally to position the Association as the leader in diabetes information and resources for professional constituents, developing programs and services to best engage them.

  • Oversees the logistical operations components for the Scientific Sessions, the Clinical Update Course, and other professional educational meetings. Meeting formats may include in-person, hybrid or virtual as needed.
  • Directs the entire Housing & Registration process for Scientific Sessions and the Clinical Update Course to include:
    • Performs site inspections of hotels and determines which hotels to contract for future years; approves all contracts that housing vendor negotiates; negotiates hotel contracts.
    • Determines meeting registration fees; researches and analyzes trends of other medical-based meetings to ensure the Association’s pricing is correctly aligned.
    • Directly responsible for the implementation and function of the online registration platform; orchestrates data migration between the Association’s membership database and registration website.
    • Manages special housing requirements for VIP’s, staff, and vendors by assigning hotels and utilizing earned concessions.
    • Works with hotels to manage the assignment of miscellaneous concessions prior to the meeting.
    • Creates and designs registration forms for special groups.
    • Oversees housing inventory.
  • Co-Administers the annual Scientific Sessions budget and the Clinical Update

Course budget.

  • Forecasts and analyzes expenditures and seeks cost-cutting measures to ensure expenses meet budget goals.
  • Performs monthly audits and works directly with financial services to reconcile discrepancies.
  • Works with procurement department to issue Requests for Proposals based on departmental needs; reviews and analyzes proposals, selects appropriate vendors, negotiates service contracts, and manages contracts on an on-going basis.
  • Negotiates and contracts future cities and convention center space for Scientific Sessions on behalf of the Association.
  • Works in concert with cross-functional departments to produce internal/external collateral and materials required to promote the meeting through electronic, social media, print, marketing, and web-based channels.

Advises General Services Contractor on overall look and design of convention center space at the Scientific Sessions.

  • Responsible for assignment and layout of all space at the convention center for Scientific Sessions.
  • Conducts convention center site visits for the Scientific Sessions.
  • Sets up pre-convention meetings for Scientific Sessions and the Clinical Update Course meetings.
  • Provides direct oversight on the preparation and dissemination of the meeting specifications for all professional meetings.
  • Provides direct oversight for staffing temporary personnel for the Scientific Sessions; works closely with vendors to manage schedules and budgetary constrictions.
  • Arranges shuttle busing and oversees schedule updates and approves all signage and flyers.
  • Manages post-conference wrap up including reconciliations of invoices and de-briefs with vendors.
  • Assists, as needed, with sponsorship items that needs producing or approval.

Qualifications:

  • Strong project management, prioritization and implementation skills, with ability to consistently meet deadlines.
  • At least 5 years of convention logistics experience.
  • Proficient in fiscal management, report creation, and MS Office Suite.
  • Strong written and verbal communication skills.
  • Highly organized self-starter who requires minimal supervision and who excels in a team environment.
  • A positive approach to work and an innovative mindset will be skills necessary to excel in this position.

Take Your Career On A Mission

More than 122 million Americans have diabetes or prediabetes and are striving to manage their lives while living with the disease. Or you can begin with Every day more than 4,000 people are newly diagnosed with diabetes in America. The American Diabetes Association (ADA) offers a rewarding career working for one of the premier voluntary health organizations in the world supporting people with type 1 & type 2 diabetes.

Our employees like working at the ADA because of our mission, the inclusive environment, remote working, and our competitive benefits package. Joining our dedicated team affords the gratification of knowing beyond a doubt that you will impact the lives and well-being of millions.

Equal Employment Opportunity

It is the policy of the American Diabetes Association to provide equal employment opportunity to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state, or local law.

To find out more about the ADA as well as other exciting and fulfilling career opportunities, please visit us at www.diabetes.org/careers. For full consideration, you must apply directly to the ADA Careers Page.

There’s nothing we can’t do when we’re Connected for Life!

Primary Location – United States

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