Purpose of Position/Essential Function

The Meeting Services & Office Coordinator (“MSOC”) is the first contact for the Society to assist with all inquiries and visitors.  The MSOC fields general questions, directs calls/e-mails to the appropriate departments, and performs general clerical duties. The MSCO will assist with registration services for all NASS meetings and events, assists with miscellaneous meeting tasks for assigned NASS meetings, and provides administrative support for Meeting Services Department.

Basic Functions and Responsibilities

Office Function (5 days per week in Office Required)

• Greet and direct all visitors to the NASS office in a prompt, friendly and professional manner
• Field questions and direct specific calls, emails and voicemails to appropriate departments
• Manage mail, shipments, office supplies, and various vendors
• Assist Accounting Department with identifying checks arriving via mail, adding to check log and notifying responsible department of check arrival
• Oversee product inventory and order fulfillment
• Assist with various mailing, copying and filing jobs
• Provide assistance to onsite course vendors and attendees for NASS’ Specialty Education & Research Center (SERC) https://www.spine.org/SERC
• Collect lab waivers for hosted courses at Specialty Education & Research Center (SERC)  
• Assist with other Specialty Education & Research Center (SERC) duties as needed

Meeting Function

• Manage logistics for NASS meetings and other events, as assigned
• Assists with duties relating to NASS’ management of other associations’ meeting (domestic and international)
• Maintain meetings calendar biweekly
• Develop and accurately maintain historical / statistical database for all meetings assigned, and generate reports as requested.

Registration Function

• Supports input of registrations for all NASS educational programs and meetings.
• Answers telephone and email inquiries about registration.
• Responsible for back-up handling issues related to registration; cancellations, refunds, questions.
• Assists Registration Manager collecting past due payments.
• Assists the Registration Manager with meeting set-up at Annual Meetings.
• Maintains inventory on badge holders, ribbons, supplies, etc.
• Assists with other related meeting responsibilities including shipping, coordinate badges, reports, certificates, invoices, confirmation letters, invitation letters and other registration materials for all meetings.
• Assists in designing registration modules and reports for various meetings and events
• Assists in maintenance of NASS CRMM database

Other Requirements/Specifications

• Responsible for select administration duties for department
• Exceptional customer service to all attendees
• Requires experience and a strong proficiency in databases, reports, and Microsoft Office Suites
• Experience with association management software and registration and housing systems – CRMM a plus
• Must demonstrate excellent skills in customer service, verbal and written communication, organization, and problem solving
• Strong sense of commitment and the ability to handle multiple projects with overlapping and simultaneous deadlines efficiently and effectively
• Requires the ability to prioritize and organize work with a limited amount of supervision.
• Association management/meeting services experience

Minimum Education/Experience Requirements

• Bachelors degree preferred or equivalent work experience.
• One to two years registration experience (strongly preferred).
• One to two years meetings and events experience (strongly preferred).