Provides coordination for the centralized “Meetings & Events Function” required for various facets of conference meetings including General, Administrative, National Advisory Council, standing and ad-hoc committee meetings, special events, annual gatherings, etc. Acts as a resource to USCCB departments and committees and provides meeting support and customer service to USCCB and the bishops. Supports the bishops’ strategic plan for the Conference and demonstrates shared qualities of effectiveness in all work interactions.
Major Duties and Responsibilities:
Meetings of the General Secretariat : Works closely with and under the direction of the Meeting & Event Services Manager, within the Meetings & Events Function, to provide implementation, monitoring and administrative coordination to all Executive sponsored meetings including but not limited to the following responsibilities and tasks: (50%)
1. Designs, implements, and manages registration systems for all General Secretariat meetings totaling over 1,500 registrants per year: Spring General Assembly; Fall General Assembly; March Administrative; September Administrative; National Advisory Council, Church in America, Special Assemblies, and various special events.
2. Coordinates and monitors on-site logistics related to housing, transportation, space assignments, registration, signage, shipping, decorating, attendance, history, etc.
3. Monitors expenses and adheres to GS meeting budgets totaling 1,000,000 US dollars.
4. Implements and monitors a housing plan including rooming lists for staff, consultants and bishops.
5. Adheres to hotel contracts onsite.
6. Implements and monitors a transportation plan.
7. Reconciles and processes post conference billing.
8. Processes menus, banquet orders, work plans and timelines.
9. Coordinates meeting and event volunteers and interns.
10. Coordinates onsite meeting services for Media Relations, Divine Worship and Communications.
11. Assists in the implementation and administration of sponsorship/fundraising programs.
12. Participates in pre and post conference meetings.
13. Sets up and controls signage.
14. Sets up on site office.
15. Prepares for VIPS & ensures compliance with protocol.
16. Processes and handles all phone, internet and email inquiries from meeting participants related to registration, meeting schedule, and logistics for all meetings within the Executive Office.
17. Develops and monitors $150,000 budget for NAC meetings.
18. Has sole responsibility for implementing and coordinating all aspects of NAC semi-annual meeting arrangements including web design, registration, lodging, menus, banquet orders, sound systems, vendor contracts, transportation and on-site logistical management (50+ attendees).
System Administrator of Meeting Evolution online registration software: (48%)
1. Manages meeting technology for all USCCB Meetings & Events.
2. Creates user accounts; grants user permissions; uploads and manages all system contacts; and serves as system liaison to various USCCB departments.
3. Manages the online Bank of America merchant account credit card processing.
4. Designs and launches 30+ websites annually for USCCB Committees and events. Continually meets with key USCCB department personnel to advise them as to best practices and system training.
5. Compiles, reviews and updates email address book for each of the 30+ events launched through Meeting Evolution.
6. Customizes Meeting Evolution reports for committees to access real time information for tracking committee attendance, and staff and consultant sleeping room requests.
7. Issues periodic Meeting Evolution e-mail announcements and confirmations.
8. Implements and monitors web-based evaluations thru Cvent; sends out reminders and generate reports.
9. Designs meeting room diagrams using Meeting Matrix (CAD program).
10. Evaluates and recommends most effective technology to improve M&E process.
11. Coordinates pre-registration, logistics, online registration and hotel arrangements for various USCCB departments.
12. Consults with, trains and assists appointed staff from various departments with registration needs.
13. Advises departments in best practices for online and on-site registration.
14. Designs, implements and manages online registration websites.
15. Manages online housing requests, payments by credit card/check, revenue, refunds and budget status.
16. Generates reports to determine actual and estimated event revenue and outstanding registrant payments.
17. Generates rooming lists and track hotel pick up reports.
18. Creates customized name badges with event logo and attendee information.
19. Updates and manages meeting information on Meeting Evolution website.
Other Related Duties (2%)
1. Required to travel for two General Meetings and two National Advisory Council meetings annually. Travel for various department meetings as needed.
2. Executes special projects and assignments upon request.
3. Shared office responsibilities and back up as necessary for phone coverage, mail distribution, faxing, supplies, filing, etc.
Position(s) and Number of Employees Supervised: Supervise temporary employees and volunteers for various meetings.
Amount of Budget Responsibilities: Directly responsible for creating and managing the $150,000 related to National Advisory Council. Assist in the monitoring and disbursement of funds for the M&E budget of $1,000,000.
Level: BA/BS Undergraduate degree or equivalent with a focus in hospitality management a plus. CMP or CMP qualified a plus.
Major Field/Specialty: Hospitality management, tour & travel, project management, technology, administrative coordination, communications.
Other Specialized Training:
· Strong computer literacy and proficiency with Microsoft Word, Excel, Access, PowerPoint, e-mail, Internet
· Web design and online registration management
· Expertise in Meeting Evolution registration system
· Knowledge and proficiency in MeetingTrak and Meeting Matrix
· Proficiency with database administration, and related technology
· Knowledge of the Catholic Church hierarchy, protocol and basic doctrine is essential
· Excellent organizational, time management, project management and communication (verbal and written) skills
Type and Nature of Professional Experience:
· Hotel or hospitality experience a plus
· Passionate about event and conference management
· Flexibility in working effectively either independently or collaboratively as circumstances warrant in achieving the established outcome
· Flexibility to set and change work priorities
· Excellent organizational, communication and project management skills.
· Detail oriented and precise in numerical and alphabetical data.
· Display ability to develop and maintain positive colleague work relationships.
· Oriented toward being helpful and resourceful. “Can-do” attitude.
· Strong attention to detail, accuracy and follow-through.
· Possess analytical skills
· Ability to multitask and display patience
· Ability to:
-initiate and anticipate administrative needs;
-maintain and handle confidential documents and position with professionalism;
-maintain positive peer work relationships;
-follow established policies and procedures.
Number of Years Required : 3-5 years of related experience
· Daily contact with Associate General Secretaries and staff of the General Secretariat
· Report and interact on a daily basis with Manager, Meetings & Events
· Daily contact with supporting staff of other offices for all meeting requirements, requests, etc.
· Consult and train other departments to provide best meeting practices
· US Bishops and Dioceses' Staff– daily
· Hotel and vendors staff-daily
· Registrants for various meetings- frequently
· Technology Consultants (Meeting Evolution)- frequently
· Guests, observers and consultants to committees- frequently
· Staff of various Catholic organizations and apostolates – occasionally
· Media – occasionally
Supervised by the Meeting & Event Services Manager on a daily basis, and able to handle routine business in supervisor’s absence.
Expected to independently support Conference policies on meetings.
On-site decision making at meetings and events- logistical, budgetary, financial
Special Projects and/or other information:
Assist in special projects as they arise from meetings coordinated by the General Secretariat, as well as meetings coordinated by other departments within the Conference.
Working conditions/physical effort:
While performing the duties of this job, the employee is required to stand; walk; sit;, handle, or feel objects, or controls; reach; climb stairs; balance; stoop, kneel, or crouch; talk and hear. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Work is performed mostly in an office setting and requires regular computer work. Overnight travel and weekend work is required (i.e., committee meetings, special events, etc). Availability by phone after hours when needed for meetings in progress. No vacation or personal leave possible immediately preceding or during General and Administrative meetings or other major meetings being coordinated by this position.
The physical demands and work environment characteristics described above are representative of the physical capabilities that must be met by an employee and the working conditions that an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
This job description is intended to convey information essential to understanding the scope of the position and it is not intended to be an exhaustive list of skills, efforts, duties, responsibilities or working conditions associated with the position.