at ADRDA INC., dba The Alzheimer's Association in Chicago, Illinois, United States
Job Description
Description
Position Summary:
The Conference Services Operations Specialist will manage administrative tasks, financial tracking and budget to support the Vice President of Global Conferences & Events, the AAIC Planning Committee and the department staff. Supervises all budget requirements from all departments.
This position reports to the Vice President of Global Conferences & Events and is a hybrid/remote position.
Responsibilities
Essential functions and responsibilities include, but are not limited to:
Assist with the development of the department budget
Track department budget
Reconcile or note and report discrepancies found in department budget
Create, edit and maintain templates for departmental information and programs
Prepare expense/revenue reports and assist in reconciliation of department and annual conference budgets
Review, prepare and reconcile all expense reports including travel expenses. Work closely with the accounting department.
Participate in cost savings meetings and revenue generation brainstorms.
Track and process accounts receivables.
Manage all correspondence, memos, reports, minutes and other departmental documents.
Answer telephone calls, update department voicemail and respond to annual conference emails consistently. Maintain department calendar, inventory of department supplies, sort and distribute department mail.
Assist department staff with filing, distribution of various documents and coordinating travel arrangements.
Calendar management for department
Coordinate, organize and attend weekly department meetings, monthly annual conference meetings, and various other meetings as requested
Manage contract paperwork and follow-up for the department
Lead coordination of site visits and planning meetings for team travelling
Design templates for various forms, badges, tent cards, certificates, reports and various other documents
Edit and proof forms and surveys, signs and scientific documents
Gather materials and prepare presentations for leadership meetings and team
Respond to sales calls and solicitation emails
Other duties as assigned
Qualifications
Required Education Bachelor's degree
4 years of project management and administrative experience
Knowledge, Skills and Abilities
Experience working in a variety of administrative systems such as invoices, payment requests, order forms, travel and leave requests, reimbursement, etc.
Working knowledge of financial and accounting procedures
Proficient in Microsoft Office Suite, Google Office Suite, SmartSheet and various other database applications
Strong budget management skills
Strong data entry skills
Superior communication and organizational skills
Superior ability to remain calm under pressure and thrive in a high-paced work environment
Ability to prioritize assignments and meet deadlines
Ability to attend to detail and handle multiple projects simultaneously
Ability to communicate effectively with staff, vendors, presenters, etc.
Ability to lift up to 25 lb boxes
Ability and willingness to travel occasionally
Typing speed of 55 wpm
Must possess valid US passport or ability to obtain one
Title: Conference Services Operations Specialist
Position Location: Hybrid/Remote
Full time based on 37.5 hours minimum
Position Grade: 506 Non-Exempt; estimated salary range: $65,000 - $75,000
Reports To: VP, Global Conferences & Events
Who We Are:
The Alzheimer's Association is the leading voluntary health organization in Alzheimer's care, support and research. Our mission is to lead the way to end Alzheimer's and all other dementia- by accelerating global research, driving risk reduction and early detection, and maximizing quality care and support.
At the Alzheimer's Association, our employees are at the core of all we do. Our network of more than 1,900 employees across the United States makes a difference each and every day for those impacted by Alzheimer's and those at risk for the disease.
We warmly invite qualified applicants to consider this opportunity to make a life-changing impact on the millions living with Alzheimer's, their caregivers and those that may develop the disease in the future. Read on to learn more about the role, then visit our website www.alz.org/jobs to explore who we are and why we've been recognized as a Best Place to Work for the last twelve years in a row.
At the Alzheimer's Association, we believe that diverse perspectives are critical to achieving health equity - meaning that all communities have a fair and just... For full info follow application link.
The Alzheimer’s Association is committed to diversity, equity and inclusion in the workplace and provides consideration for an employment relationship without regard to race, color, religion, sex, sexual orientation, gender expression, gender identity, genetic predisposition, national origin, ethnicity, disability, veteran status, or any other characteristic protected by federal, state or local law.
