Interested in joining the ACVIM team?

Are you looking to join a mission-driven organization where you can make an impact? The American College of Veterinary Internal Medicine (ACVIM) is the American certifying organization for veterinary specialists in cardiology, large animal internal medicine, neurology, nutrition, oncology, and small animal internal medicine. Career opportunities at the ACVIM offer employees the ability to work in service of our Board-certified veterinary specialist members and support our mission to be the trusted leader in veterinary education, discovery, and medical excellence. You’ll be joining a team that is dedicated, passionate and highly values working in a collaborative environment.

Position Overview

The Meeting Planner Specialist is responsible for planning, managing and executing all logistical aspects of ACVIM Advanced Continuing Education (ACE) in-person programs, leading day-to-day registration operations for the ACVIM Forum, managing onsite registration at the ACVIM Forum, and assisting with internal team meetings. This includes oversight of daily activities necessary to operate these areas of responsibility and working collaboratively with the education planning, marketing and sales teams. This position will support additional organizational needs around meetings and events as well as provide administrative support to the department. This individual will operate in a high-performing, collaborative team environment and will work with internal team members, other departments, suppliers, members, and other key stakeholders to maintain a positive and professional image for all aspects of the ACVIM. A knowledge of standard meeting professional concepts, practices, and procedures is required.

Essential Functions

Advanced Continuing Education (ACE) course responsibilities include:

• Project and timeline management
• Manages request for proposal (RFP) process for hotel and vendor selection
• Review’s hotel and vendor proposals and contracts, and negotiates concessions and contract terms
• Prepares and manages logistical elements for individual course budgets
• Negotiates contracts, manages housing blocks, pick-up, and cut-off dates
• Facilitates speaker contracting and manage speakers’ logistical needs, collection of speaker deliverables, and processing of payments
• Sets up and manages course registrations, respond to inquiries, maintain registration data, weekly reporting, process registrations, and reconcile final registration accounting with finance team
• Assists with monitoring the  Learning@ACVIM.org email inbox and provide timely responses
• Prepares and updates logistical content for websites
• Coordinates logistics including housing, set up, function sheets, audio-visual, food and beverage, transportation, signage, attendee materials preparation, sponsor support, lab equipment, off-site dinners, shipping, and other requirements
• Reviews marketing materials, communications, and timelines
• Programs course evaluations and assists in synthesizing the data for post course reporting
• Manages all onsite logistics, as needed
• Reviews, reconciles, and submits final billing for approval
• Prepares and distributes communications to meeting participants
• Responsible for post-meeting reporting including data analytics and follow-up
• Supports committee work and participates in planning/committee meetings and conference calls as needed
• Manages processes for attendees to claim CE, prepares all attendee materials, collaborates on communications, and ensure appropriate archival
• Maintains RACE CE information on ACVIM.org website for in-person ACE courses

ACVIM Forum responsibilities include:

• Collaborator for ACVIM Forum registration development
• Management of ACVIM Forum registration development
• Weekly Forum reporting
• Onsite management and training for ACVIM Forum registration
• Overseeing temporary staffing onsite and collaborating with vendors
• Participating in design and setup of ACVIM Forum registration site
• Assist attendees with daily registration questions by monitoring Forum@ACVIM.org and taking inquiry calls

 Additional Meeting responsibilities include:

• Manages request for proposal (RFP) process for hotel and vendor selection
• Review’s hotel and vendor proposals and contracts, and negotiates concessions and contract terms
• Oversee logistical elements in alignment with meeting budgets
• Manages housing blocks, pick-up, and cut-off dates
• Coordinates logistics including housing, set up, function sheets, audio-visual, food and beverage, transportation, signage, shipping, and other requirements
• Reviews, reconciles, and submits final billing for approval
• Provide support to ACVIM Forum and ACE virtual learning programs, as needed
• Build and maintain positive relationships with all related professionals, staff, outside service providers, committee and board members, and other stakeholders
• Perform continual learning around current meeting planning trends to make recommendations for enhancements
• Performs a variety of administrative duties including preparing routine correspondence, scheduling meetings, phone coverage, and print and digital file maintenance
• Other duties as assigned

Minimum Qualifications

• Bachelor’s degree or equivalent work experience
• Minimum of 3-5 years’ experience in a professional society, membership organization or hospitality
  

Skills/Knowledge

• Exceptional written and verbal communication skills
• Advanced skills in use of all Microsoft Office modules and Adobe Acrobat Pro
• Strong track record of project and process management skills
• Ability to lead and delegate on multiple projects while maintaining focus on details required for individual assignments
• Familiarity with project management software
• Experience with AMS package or other relational database system
• Hotel contract negotiation experience
• CMP recommended
• Prior use of Cadmium, Nimble, Swoogo and/or Cvent preferred
  

Additional Qualifications

Consistently Demonstrates

• A discerning attention to detail and proficiency in working autonomously, setting priorities, and meeting deadlines
• A focus on internal and external relationship development
• Ability to define problems, collect data, establish facts, and draw valid conclusions
• Ability to extract essential information from multiple sources in order to take action or communicate relevant information
• Critical thinking in judgment, decision-making and communications
• Ability to communicate information efficiently and succinctly both verbally and in written form, both internally and externally
• Ability to work well under the pressure of meeting tight deadlines in a timely manner with discriminating attention to detail and proficiency in working autonomously and setting priorities
  

Personal Competencies

• Sets good examples for others, good role model
• Participates in continuous improvement efforts
• Considers the impact on the customer when making decisions
• Perform all assigned duties by exercising sound judgment, tact, diplomacy and discretion while assessing risk and maintaining strict confidentiality
• Consistently models the ACVIM commitment to a respectful, diverse, inclusive, and collaborative work environment and adhere to all policies and procedures, including but not limited to, attendance, conflict of interest and ethical responsibilities
• Maintains a strong knowledge of the organization's structure, policies and personnel to make administrative decisions, exercising independent judgment and discretion
• Ability to establish and maintain effective working relationships across the organization through strong interpersonal/internal customer service skills

Work Environment

• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. The work environment characteristics described here are representative of those 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.
• The ACVIM team is comprised of employees in both the Denver Metro area and in various Colorado regions and states across the country. Work is currently primarily performed remotely, however, when possible and necessary, teams meet in person to build team relationships and conduct the business of the organization.

Physical Demands

• Must be able to remain in a stationary position for up to 20 minutes at a time
• Occasionally lifts or moves office products and supplies, up to 30 pounds
• Frequently operates a computer keyboard
• Frequently communicates with co-workers and members in an effort to collaborate and address inquiries. Must be able to exchange accurate information in these situations
• Rarely works in outdoor weather conditions

Other Job Details

Supervisory Responsibility

• This position has no supervision responsibilities.

Position Type/Expected Hours of Work

• This is a full-time, non-exempt (hourly) position. The hours worked are Monday through Friday, with occasional weekends as needed.
• The pay range is $28.00/hr - $30.00/hr

Travel

• National travel 5-7 times per year including one week, annually, in June for ACVIM Forum.
  

Total Rewards

The ACVIM is a 501(c)6 not-for-profit organization offering a competitive total rewards package that enables us to find the best individuals to join our team. We emphasize work-life balance, with new team members accruing 12 annual vacation days in the first year, in addition to a generous paid holiday schedule. Employees are provided with 10 paid days of sick leave. Other benefits include medical, vision and dental insurance with 100% coverage of employee premiums available, a 401k plan with employee match, the opportunity for flexible scheduling and a hybrid remote work environment.

The ACVIM provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, national origin, sex, sexual orientation, gender identity, national origin, disability, genetic information, age, or any other status protected under federal, state, and/or local law.

To Apply:

Please email your resume and cover letter with your contact information to jobs@ACVIM.org explaining why you are looking for a new position and why you think you'd be a great fit at the ACVIM. Please list “Meeting Planner Specialist” in the subject line

Position Overview

The Conference Specialist facilitates the coordination of the program schedule for the ACVIM annual conference, collaborating with subject matter experts (SME) and managing all speaker communications and deliverables. Logistical management includes, but is not limited to, acting as the primary liaison with all planning groups, conducting training sessions for speakers and providing support as needed and scheduling and training moderators. Technical expertise with planning software / systems that support our educational offerings, such as session submissions and speaker management system is required.

In addition, this position will coordinate with marketing on messaging, website content and speaker resources as well as collaborate with other organizations looking to host meetings and events during the ACVIM Forum. This role works collaboratively across teams to support registration coordination, sponsor fulfillment and more. Initiative, strong organizational skills, and adept attention to detail are essential requirements for this role. The Conference Specialist will support additional organizational and other departmental needs as requested.

Competitive candidates must demonstrate a positive attitude, strong customer service skills and the ability to operate in a high-performing, collaborative team environment with internal team members, other departments, suppliers, members, and other key stakeholders. 

Essential Functions & Responsibilities for the ACVIM Forum

• Oversee planning timeline and manage deliverables for speaker and session related functions
• This position builds and maintains strong professional relationships with internal teams, ACVIM volunteers, members, and speakers for all aspects of the ACVIM Forum as well as various service providers
• Staff liaison for ACVIM Forum Subcommittees and Affiliated Specialty Veterinary Groups (ASVGs), including volunteer management and support, database maintenance, facilitating training, coordinating meetings, preparing communications, resource material development, and collaborating on program development
• Participate and provide support for meetings with the Forum Program Chairs, supporting planning initiatives, lead program reviews, and acting as a liaison between the Forum Program Chairs, ASVGs, and Subcommittees
• Coordinate Call for Sessions soliciting presentations for the ACVIM Forum, including working with vendor on technical set up, facilitate testing, manage dates and deadlines, provide ongoing oversite and collaboration with marketing on website and messaging content
• Facilitate Subcommittee reviews for session submissions, as well as manage approvals and rejections and prepare system for data migration
• Coordinate reviews of Subcommittee and ASVG programs and review of interactive sessions with the Forum Program Chairs
• Maintain and manage accuracy of program schedule, including website listing, sponsor recognition, onsite event program and coordinate all schedule adjustments
• Set up and oversee speaker management database, identifying all speaker deliverables and accuracy of session listings and reporting
• Manage all speakers (400+), including communications, overseeing all speaker deliverables, contracting, set up and manage speaker platform, coordinate payments and reimbursements, manage registrations, as well as sharing evaluation results with speakers
• Support the work of the virtual ACVIM Forum and a key collaborator in digital education opportunities
• Assist as needed with call for Special Interest Groups (SIGs)
• Collaborate frequently with the marketing team and other team members in the following areas throughout the planning cycle:
  • Coordinating the development of speaker materials, including the speaker toolkit, PowerPoint templates, virtual backgrounds, training guides, social media promotion, and more
  • Participate in content ideation and messaging reviews for event communications, including contributing session and speaker content as needed
  • Maintain and update content on ACVIMForum.org webpages, including speaker pages / resources, moderator information, and Subcommittee pages
  • Support the development, proofing and maintenance of conference tools, such as the mobile app, event website and event program, ensuring session and speaker accuracy
  • Support the development and management of the ACVIM Forum registration website, including contributing to the setup, participating in testing, facilitation of special functions, and providing back up support and monitoring for Forum@ACVIM.org.
• Collaborate on attendee and speaker evaluations including analysis and sharing of results with key stakeholders
• Coordinate identification of Scholarly Sessions for Residency Training by working with the Education and Research Committee staff liaison after final schedule, including Research Abstracts, is determined.
• Provide back up support for Research Abstract  oral and poster presenters
• Coordinate session moderator needs, including recruitment, communication, training, scheduling (in collaboration with Research Abstract judges), and development of onsite resources for both virtual and in-person offerings
• Onsite staffing during the conference, including oversight of Speaker HQ

• Serve as back up support to Learning@ACVIM.org 
• Provide onsite staffing services at meetings, as needed
• Act as a virtual session moderator / facilitator, as needed
• Support of staff training on various ACVIM Forum responsibilities, as needed
• Build and maintain positive relationships with all related professionals, staff, outside service providers, speakers, volunteers, board members, and other stakeholders
• Perform a variety of administrative duties including preparing routine correspondence, scheduling meetings, managing departmental meetings, phone coverage, and storage needs

• Bachelor’s degree or equivalent work experience
• Minimum of 3 years administrative experience, preferably in a professional society, membership organization or similar environment
• Work related experience in the veterinary or medical field beneficial 

• Exceptional written and verbal communication skills
• Advanced skills in use of all Microsoft Office modules and Adobe Acrobat Pro
• Strong track record of project and process management skills
• Ability to lead and delegate on multiple projects while maintaining focus on details required for individual assignments
• Demonstrated competence to work successfully in a team environment
• Aptitude to learn and quickly adopt new technology systems
• Advanced technical competency with proven ability to adapt to new technology, platforms, and websites quickly

• Discerning attention to detail and proficiency in working autonomously, setting priorities, and meeting deadlines
• A focus on internal and external relationship development
• Ability to define problems, collect data, establish facts, and draw valid conclusions
• Ability to extract essential information from multiple sources in order to take action or communicate relevant information
• Critical thinking in judgment, decision-making and communications
• Ability to communicate information efficiently and succinctly both verbally and in written form, both internally and externally
• Ability to work well under the pressure of meeting tight deadlines in a timely manner with discriminating attention to detail and proficiency in working autonomously and setting priorities
• A commitment to excellent customer service, both internally and externally
• Ability to prioritize competing deadlines and cross-departmental goals, managing workflow efficiently across multiple product lines and departments
• Ability to readily and calmly adapt to changes in the work environment
• Commitment to producing high quality work on time with uncompromising attention to detail, protocol, and people dynamics

• National travel 3-5 times per year, including one week, annually, in June for ACVIM Forum. 

• Must be able to remain in a stationary position for up to 20 minutes at a time
• Needs to occasionally move about inside the office to access file cabinets, office machinery, etc
• Occasionally lifts or moves office products and supplies, up to 30 pounds
• Frequently operates a computer keyboard
• Frequently communicates with co-workers and members to collaborate and address inquiries. Must be able to exchange accurate information in these situations
• Rarely works in outdoor weather conditions