Conference Manager

• Oversee the administration of one or more programs or projects within the department.
• Define program or project requirements, identify interdependencies with internal or external departments and service providers, and coordinate to receive necessary input.
• Develop clear and effective communications regarding program or project updates, milestones, and outcomes.
• Create project plans and implement programmatic processes to ensure efficient execution.
• Develop and track key performance metrics, conduct complex data analysis, and generate program-related reports.
• Recommend and implement improvements for programs or processes, contributing to systemic changes that enhance planning, scope management, and risk mitigation.
• Support the design, implementation, and refinement of policies, processes, and procedures.
• Establish and maintain processes for executing program initiatives effectively.
• Collaborate with internal program management teams and external vendors to ensure seamless coordination.
• Provide mentorship and guidance to less experienced team members as needed.
• Perform additional duties as required to support the department and institution's goals.
• Maintain regular and predictable attendance to fulfill job responsibilities effectively.

• Bachelor's degree required.

• Minimum of 3+ years of experiencein program management and successful project delivery.
• Strong proficiency in project planning and management tools, such as:
  • Microsoft Project
  • Microsoft SharePoint
  • ServiceNow
  • Smartsheet
  • Clarity
  • Planview
  • Microsoft Office Suite

• Experience with Cventand virtual event management.
• Strong technical aptitudewith the ability to quickly learn and adapt to new technology platforms.
• Excellent written and verbal communication skills to effectively engage stakeholders and team members.
• Experience managing virtual eventsand coordinating with multiple stakeholders in remote settings.

• The physical requirements described below are necessary for an employee to successfully perform essential job functions. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.
• The employee must be able to:
• Stand, walk, sit, kneel, and use hands to handle objects or operate equipment.
• Communicate effectively through talking and listening.
• Occasionally lift and/or move up to 25 pounds.
• Maintain specific vision abilities, including close vision, depth perception, and the ability to adjust focus.
• The work environment is generally quietand conducive to office-based tasks.
• Employees must comply with all applicable federal, state, and local safety and health regulationsrelevant to the role.
• Job duties may require movement within the workspace to access work surfaces, shelves, cabinets, drawers, and equipment below or above standard work height.
• Management reserves the right to modify job responsibilities as business needs evolve. This description is not an exhaustive list of all duties, responsibilities, or required skills but serves as a guideline for expectations in this role.

Overview:

The Conference and Event Management Office at St. Jude Children's Research Hospital supports scientific and academic conferences, enhances interactions among scientists, and works to establish the Hospital as a conference destination.

We are recruiting a program coordinator to join our team under the direction of the conference director. CEMO plans and implements select virtual, hybrid, and in-person conferences. The program coordinator will work with in-person and virtual conference managers to provide event support for on-site conference logistics and virtual support.

The ideal candidate has experience in conference/event planning and management (onsite, hybrid, and/or virtual), database coordination, planning and coordination of academic or scientific conferences, email marketing, event tracking, and event success measurement preferred.

Coordinate end-to-end event management processes (e.g., pre-event planning, preparation, and execution) and train host departments for individualized conference needs.

Collaborates with stakeholders and CEMO virtual conference managers to develop a comprehensive plan for communications and marketing, visual identity development, and online presence.

Responsible for virtual/computational/technical conference needs and virtual conference buildout, including strategy, creative concept, selection and utilization of platforms, building websites, online registrations, abstract submission portal and management, breakout rooms, poster sessions, pre-recorded and live lectures, conference marketing, surveys, online agendas, data collection, metrics, and analytics.

Responsible for providing onsite and hybrid conferencing expertise and may be responsible for onsite logistical conference needs for CEMO-supported conferences, such as room reservations, security, access, transportation, logistical planning, set up and break down coordination, catering, receptions, activities, badging, presentation set-ups, poster sessions, abstracts, coordination with other institutional events.

Conducts needs assessments, creates individualized project plans, develops timelines and schedules, establishes goals and key performance indicators, and provides a clear delineation of responsibilities.

Ensures the provision of additional services, such as coordinating event day needs with Information Services, virtual platform technical assistance, and other departments as needed.

Makes recommendations for program or process improvements by providing inputs for systemic changes to program or project management processes for better planning, scope management, and risk prevention.

Develops a feedback mechanism to provide metrics and analytics assessing the learnings of each event, determining success factors, and implementing improvements for future conferences and processes.

Provides department training on platform use and administration.

Stays abreast of current trends in the conference planning industry and provides recommendations.

Develops and maintains outstanding relationships with Department Chairs, Faculty, and staff.

May mentor less experienced team members.

Performs other duties as assigned.

Maintains regular and predictable attendance.

Compensation

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No Search Firms

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