Summary
Description
The Geological Society of America is seeking a Registration and Meetings Manager to join our Team!
About Us
The Geological Society of America (GSA) (https://www.geosociety.org) unites a diverse community of geoscientists in a common purpose to study the mysteries of our planet (and beyond) and share scientific findings. Members and friends around the world, from academia, government, and industry, participate in GSA meetings, publications, and programs at all career levels to foster professional excellence. GSA values and supports inclusion through cooperative research, public dialogue on earth issues, science education, and the application of geoscience in the service of humankind.
GSA is an Equal Opportunity Employer, and GSA is committed to creating and maintaining a workplace in which all employees have an opportunity to participate and contribute to the success of the business organization and are valued for their skills, experience, and unique perspectives. This commitment is embodied in our organizational policies and the way we do business at GSA, and it is an important principle of sound business management. Please see GSA’s Commitment to Diversity.
The Job
The Meetings Manager – Registration is an exciting and highly visible role that requires extensive customer service skills, volunteer management, and the highest level of professionalism. This highly visible role works within the GSA Meetings Team [RF1] to handle registration, planning, and administrative details for Annual Meetings, Section meetings, and other events. This position may be based in either GSA's Washington D.C. office or the Boulder, CO Headquarters and work remotely with an in-person presence for Meeting events and preparation.
This position will be responsible for registration management for GSA's Annual Meeting (Connects), up to 3 Section Meetings, and specialty conferences. This position also works with GSA’s committed science committee members to plan up to 3 section meetings, which include registration and meeting logistics, and works with GSA staff, volunteers, and elected leadership to produce successful meetings for GSA.
Key Essential functions include but are not limited to:
Registration for Meetings (Sections, Connects & Specialty Conferences)
- Builds online registration site collecting the required rates and information, including field trips, short courses, ticketed events, etc.
- Manages pre-registration, including answering any questions, entering paper registration forms, phone calls, emails, etc.
- Assist meeting attendees with ADA requests, including mobility, ASL, hearing impairment, sight challenges, etc.
- Audits and maintains registration data and related financial information, prepares summary reports, including keeping statistics reports up to date.
- Contract with merchandise vendors as it pertains to registration.
- Coordinates bureau temp staff
- Researches, updates, and adjusts registration system, process, technology, equipment, and methods, as needed.
- Develops, updates, and follows registration policies and procedures for assigned Meetings.
- Administers, plans, coordinates, and supervises most aspects of on-site registration at GSA Connects Meetings, including registration schedules, an area set up, staffing needs, training overseeingstaff/volunteers, and troubleshooting registration issues.
- Works with internal GSA staff to update and manage the student travel grant online application. Creates up-to-date information to be posted to the GSA website. Coordinates student travel grant funding distribution directly with the Section Secretary. Sends acceptance letters with instructions on how they will receive the funds. Acts as liaison between section secretaries and GSA finance
- Prepares and manages inquiries for annual meeting and section meetings, automated receipts, continuing education units (CEUs), and certificates of attendance.
Section Meetings
- Coordinates multiple meeting logistics with GSA Section Meeting Chairs in a timely manner to ensure quality meetings
- Reviews, advisesand contributes to the language for event/hotel contracts for section meetings and assures follow-through of section meeting contracts with regard to deposits, room block reports, and insurance. Obtains vendor quotes and coordinates selection of vendors needed for meetings with Meeting Chairs. Oversees the contracted vendors to ensure all services are met until the meeting is completed.
- Reviews and provides assistance with the building of section meeting budgets.
- Coordinates with exhibits chair to develop exhibitor application, pricing, and floorplan. Manages exhibitor content on the GSA website. Coordinates booth and poster board orders with the property CSM and event decorator.
- Collects event information from the local committee to be included in the meeting announcements in GSA publications, working with the Marketing Department.
- Coordinates meeting material shipping to and from meetings.
- Attend assigned section meetings to coordinate with vendors, handle meeting logistics, and attend other on-site section meeting related items as needed.
- Schedules and attends pre-convention meetings to ensure all meeting details are covered.
- Reviews invoices along with Section Meeting Chair, obtains proper approval for invoices, collects any outstanding funds, and works with internal GSA Staff to reconcile section meeting accounts.
- Serves as first responder onsite for the GSA RISE program to ensure the safety and well-being of all attendees.
- Other duties as assigned.
Other Department Responsibilities
- Assists in analysis, preparation, and management of budgets as requested.
- Works with volunteers and responds to inquiries in a timely manner, providing the highest level of customer service.
- Maintains knowledge of current trends in meeting planning, customer service, and related industry developments and changes.
- Assists in planning, organizing, managing, and troubleshooting other GSA meetings (i.e., Penrose conferences, Field forums, and Specialty meetings) as requested.
- Establishes updates and meets project schedules.
- Prepares final reports and statistics.
- Other duties as assigned
Supervision
- Does not supervise others except for volunteers, temporary staff, works with GSA staff at on-site registration.
Knowledge, Skills, and Abilities
- Bachelor’s degree preferred.
- CMP preferred
- Three to Five plus years of experience in iMIS or similar membership/registration databases and professional meeting experience (nonprofit or association experience preferred)
- Strong computer skills to include Microsoft Office; Adobe, and Google Suite
- Demonstrated ability to multi-task, balance several projects, organize, and set own work priorities with proven ability to follow through on details and work in progress.
- Demonstrated ability to communicate with scientists and other professionals in a business environment.
- Demonstrated ability to make independent decisions and use sound judgment; ability to establish, track, and meet deadlines.
- Excellent written and verbal communication skills.
- Demonstrated ability to perform well in a time-pressured environment with many interruptions.
- Tactful, discreet, exceptional personal and business ethics.
- Demonstrated ability to work independently to complete repetitive clerical tasks.
- Great team member; demonstrated ability to pitch in to help team members.
Working Environment/Physical Requirements
- Extensive computer work.
- Move and lift luggage, computer equipment, and supply boxes that could weigh more than 35 pounds.
- Standing and walking for long periods of time while on-site at meetings.
- Travel to annual meeting for up to 10 days once yearly; travel to assigned Section Meetings each year, and other travel as necessary.
- Many deadlines and time constraints.
- Overtime work is required periodically when traveling
An ideal candidate will have a Bachelor’s Degree, three to five years of experience and the ability to travel for GSA Business.
The opportunity is a full-time, Exempt position with flexibility based in either the Boulder, CO Headquarters or Washington D.C. with a Hybrid work schedule. The salary range is $60,000 – $70,000 annually. GSA provides excellent benefits, including medical, dental, and PTO, which include paid holidays, life insurance, 403(b) retirement, and opportunities for professional development. Additional recognized time off includes Juneteenth and Indigenous Peoples Day in 2024.
If you are interested in this position, please look over the full job description and submit a cover letter, resume, and three professional references; please click here.
Interested candidates are strongly encouraged to apply immediately. Just so you know submissions will be reviewed immediately and ongoing until the position is filled. This posting may close at any time.
GSA is committed to creating and maintaining a workplace in which all employees have an opportunity to participate and contribute to the success of the business and are valued for their skills, experience, and unique perspectives. This commitment is embodied in organizational policy and the way we do business at GSA, and it is an important principle of sound business management.
Equal Opportunity Employer: minority/female/disability/veteran.
