The role of the Senior Program Officer, Registration & Housing is to manage all aspects of registration and housing for conferences, meetings and events hosted by the Society, and the management of pre-planning, onsite and post-meeting services for ASM-hosted events. This position, in partnership with the department management, is responsible for contributing to the successful development and execution of ASM’s in-person and virtual event calendar. The Senior Program Officer also has responsibility for the management of hotel contracts, all registration and housing processes and procedures, and managing ancillary vendors, such as floral band busing for all meetings and events.
Accountabilities (are the critical activities and results the position is held accountable to produce)
Budget & Financial Management
Essential Functions (defines the critical end results expected of the jobholder related to the accountabilities above)
Develop RFPs, manage vendor contracts, and maintain appropriate relationships with vendors to ensure contracted deliverables are met for virtual and live events, including services for registration, housing, and other necessary ancillary services (ex. busing/event transportation).
Oversee the set-up, testing and quality assurance for online registration in support of the production, coordination, and operation of ASM’s virtual and live event calendar.
Manage pre-, onsite, and post-meeting services for registration, housing, and ancillary services for ASM Meetings & Conferences. Coordinate and manage hotel site visits to assess space requirements and rates and provide appropriate analysis to Director as required.
Review and assessment of registration and housing for Meetings to ensure appropriate processes, such as annual timelines, attendee confirmation process, cancellation policies, post-event evaluation processes, etc.
Conduct annual analysis of meeting and conference trends and provide recommendations for improvements and/or changes to Director.
Collaborate with other Meetings Department components, such as marketing, logistics and programming, to ensure registration and housing policies and procedures are met, and the promotion of all services is adequately covered in all online and print materials.
Serve as the registration and housing liaison to other ASM departments.
Research industry trends and concepts; identifying strategic business partners to achieve goals. Contribute effective ideas to strategic planning and analysis processes.
Develop, implement, and execute budgets with a focus on managing expenses and increasing revenue; work with ASM internal departments and component executives to reconcile related invoices, as appropriate.
Technical Competencies (are applied or practical knowledge and skills needed for effective technical performance)
Excellent communication skills, both, verbal and written
Excellent decision-making and organizational skills
Ability to work under pressure and manage multiple projects with competing deadlines
Strong problem solving and decision-making skills
Strong project management and organizational skills
Proficient in Microsoft Office Suite Excellent communication skills, both, verbal and written
Behavioral Competencies (are observable behaviors and skills that matter most for success)
Instills Trust (Respect/Honor) – Gaining the confidence and trust of others through honesty, integrity, and authenticity.
Self-Development - Actively seeking new ways to grow and be challenged using both formal and informal development channels.
Drives Results – Consistently achieving results, even under tough circumstances.
Optimizes Work Processes – Knowing the most effective and efficient processes to get things done, with a focus on continuous improvement.
Collaborates - Building partnerships and working collaboratively with others to meet shared objectives.
Self-Development – Actively seeking new ways to grow and be challenged using both formal and informal development channels.
Values Differences – Recognizing the value that different perspectives and cultures bring to an organization.
Decision Quality - Making good and timely decisions that keep the organization moving forward.
Physical Demands This is largely a sedentary role and may sit or use PC for long periods of time. Bending, reaching, or stooping may be necessary for use of filing cabinets or other office cabinets or office machines. This job operates in a professional office environment. This role routinely uses standard office equipment such as computer, phones, copiers, filing cabinets and fax machines. When onsite for live events, longs periods of standing and walking are required, upwards of 12-15 hours per day, along with transporting boxes and supplies.
Travel Requirements 10-25%
Required Education and Experience
Bachelor’s degree in Meeting Planning or a related field
Six (6) or more years of experience in exhibition management of city-wide conferences (5,000+ attendees), Medical or Science association experience strongly preferred
Minimum 3 years supervisory experience preferred
Certified Meeting Planner (CMP) preferred
Experience planning and executing virtual meetings and events
Experience managing vendor relationships
Experience working on a variety of projects simultaneously in a fast-paced environment
The ASM is the world's largest scientific society of individuals interested in the microbiological sciences. The Society’s mission is to advance microbiological sciences through the pursuit of scientific knowledge and dissemination of the results of fundamental and applied research.