Incumbent is responsible for supporting the Meetings Department programming and registration/housing teams with pre-planning for ASM’s city-wide annual meetings. Incumbent would also provide onsite support at the annual meeting and other on-site duties as assigned.
Provide administrative support and assistance to department staff with Meetings projects.
Work in various software platforms to manage conference data.
Coordinate with other ASM departments to confirm requirements for conferences and meetings.
Assist the programming unit with maintaining data in the scientific program management platform, including data entry, and conducting quality assurance testing.
Provide support for program committees, including scheduling calls and preparing meeting materials.
Assist the registration and housing unit with compiling and auditing registration reports and related data.
Monitor and respond to email support boxes and create instructional tutorials and support resources.
Assist programming and registration leads with reconciling data reports and invoices.
Assist in creating standard operating procedures (SOP) documents for department operations and programming processes.
This position description should not be construed to contain every function/responsibility that may be required to be performed by an incumbent in this job. Incumbents are required to perform other functions as assigned.
Domain Knowledge: Demonstrates professional/technical knowledge, skills and expertise within functional area. Stays current on best practices and the ability to apply that knowledge and/or skill in a variety of work situations.
Organizational Knowledge: Understands the norms and culture of ASM, the organizational structure and mission. Is able to effectively navigate the organization to accomplish work objectives.
Presentation and Written Communication Skills: Either “one-on-one” or within a group setting, employing the use of various media to share ideas, convey information and obtain necessary inputs in a clear and concise manner.
Instills Trust (Respect/Honor) – Gaining the confidence and trust of others through honesty, integrity, and authenticity.
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.
While onsite executing events, longer daily hours are required, much of which will be spent walking or standing. Lifting of up to 25 pounds may be required.
Travel Requirements 10% Travel
Required Education and Experience
Minimum of 2 years professional meeting planning or administrative experience; or,
A Bachelor’s degree in hospitality management can substitute for the years of experience.
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.