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Be a part of a dynamic team whose work enriches the health of communities by strengthening city and county health departments. At the National Association of County and City Health Officials (NACCHO), we are united by our work to improve our country's 3,000 U.S. local health departments. We represent the voice of local public health while striving to live out our core values of equity, excellence, participation, respect, integrity, leadership, science and innovation. We provide our employees with meaningful work, opportunities to learn and grow, a strong work/life balance, and a flexible, hybrid work schedule while being a part of a collaborative team.

We are interested in growing our team with passionate, committed, and innovative individuals. The Senior Specialist, Meetings will join NACCHO at a time of dynamic growth. This position is important in the Membership Department.

GENERAL RESPONSIBILITIES

The Senior Specialist, Meetings contributes to the advancement of local public health practice by performing a range of operational and strategic responsibilities related to NACCHO’s annual conferences and meetings functions.  This position is responsible for meeting management and marketing strategies for NACCHO’s flagship annual hybrid conferences: the Preparedness Summit and NACCHO360, which generate approximately 75% of the association’s unrestricted revenue (registration, exhibits, and sponsorship) as well as approximately twenty (20) smaller meetings each year. The Senior Specialist plays a strategic role in promoting NACCHO as a member-driven organization to internal and external stakeholders.  The position creates value by delivering exemplary member service ensuring meticulous database management and reporting; and heightens awareness of meeting attendee perspective across NACCHO. This position will examine access, value, and opportunities and offer recommendations to continuously improve the meetings experience to advance NACCHO’s mission. Approximate number of events/meetings per year: 24.

In addition, this position will work closely with teams across the organization including Communications, Information Technology, Finance, and Programs Teams on behalf of NACCHO’s meetings regarding data integrity and maintenance, abstract submissions, and conference registration processes. This position supervises one or more direct reports involved in meetings operations, such as specialists/associate specialists and/or other assistants.

NATURE OF WORK

This is a managerial position requiring initiative, teamwork, and solid analytical and technical skills. The work involves partnerships with co-workers, members, vendors, and other external groups, and requires the exercise of discretion and independent judgment. The Senior Specialist will collaborate closely with fellow staff and NACCHO members to centralize, streamline, and improve NACCHO’s meetings functions and ensure superior service to local health departments, affiliate business partners, and other non-profit organizations and governmental agencies.

WORK DUTIES MAY INCLUDE BUT ARE NOT LIMITED TO:

Manage projects and/or initiatives related to NACCHO’s meetings operations. (75%)

• Responsible for the successful implementation of NACCHO Meetings strategies and tactics; monitors progress towards key milestones and develops and implements new and innovative ideas to develop and refine existing processes.
• Leads NACCHO360 and Prep Summit meeting planning, logistics, operations, and on-site activities in coordination with meeting planners and other vendors
• Conceptualizes an event from the planning stages through execution, including developing and maintaining a budget, logistical documents, housing lists, travel lists, and creating and synthesizing evaluation reports.
• Manages and execute events onsite and provides explicit information and direction to staff who will be onsite assisting at events.
• Organizes multiple timelines/events simultaneously, working with internal and external stakeholders, with a variety of communications and follow-up for information and status updates.
• Monitors and forecasts conference and meetings expenses and future changes.
• Supports the success of major conferences and lead a section of planning.
• Serves as staff liaison to the Annual Conference and Preparedness Summit Planning Committees.
• Synergizes business opportunities in collaboration with the Manager, Affiliate Partnerships, Meetings Sponsorships, and Exhibits to maximize opportunities to increase revenue. 
• Manages the internal capacity of direct reports to support all meeting functions, including abstract collection, registration, contract checklists, invoicing, and payment processing.
• Manages logistics planning for small meetings up to 500 attendees, including travel coordination.
• Coordinates with other department staff on logistics/projects related to small and large meetings.
• Prepares and/or oversees the production, execution, and distribution of various documents and materials for NACCHO staff regarding travel, registration, and scholarships.
• Reviews final invoices for accuracy; reconciles meeting budgets post-event and ensures invoices are coded to designated program areas; oversees check requests related to meetings, such as meeting management vendor, hotels, audio visual, abstract management, and more.
• Provides general oversight for the invoicing and processing meetings financial activities, including online registration, sponsorship/exhibits; maintains and updates meetings files on Teams.
• Supervises and directs the work of one or more direct reports , including the associate meetings specialist and/or other assistants.
• Assists the Director, Membership and Meetings in working with outside vendors to coordinate various activities and negotiate for best prices according to meeting specifications.

• Works with the Director, Membership and Meetings and Membership and Meetings Managers to cultivate strong working relationships and develop two-way information sharing opportunities with vendors and partners as appropriate.
• Supports the Director, Membership and Meetings in the development of long and short-range plans, strategic endeavors, and budgets; monitors revenue/expenses for meetings activities.
• Able to travel to events and site tours as needed.
• Performs other special projects or duties as directed.

Collaborate with and support NACCHO staff across departments. (25%)

• Primary liaison for NACCHO staff regarding all small and large meetings
• Serves as a liaison with Finance, IT, and other program staff across NACCHO, ensuring that meetings related activities and financial tasks (abstract collection, online registration, contract checklists, and check requests) are handled in a timely manner.
• Participates on crosscutting teams relevant to membership, meetings, and marketing (e.g., Web Team, Marketing and Communications Team).
• Collaborates with Human Resources to successfully recruit open positions, provide meetings-related onboarding materials, and leads the quarterly and annual review process for direct reports.

Education/Experience

Bachelor’s Degree with a minimum of four (4) years meetings experience or equivalent combination of education and experience.  Previous non-profit association experience required.

Knowledge

• Excellent understanding of association practices including marketing and meeting management
• Experience with database administration or data management
• Preferred: Experience working with NetFORUM and SharePoint
• Preferred: Experience working with Map Your Show or equivalent
• Abilities
• Ability to establish effective working relationships with diverse groups and interact effectively with coworkers, members, vendors, and other external groups
• Ability to balance and effectively accomplish multiple priorities within established time frames
• Ability to work well under pressure
• Ability to work independently as necessary to achieve high performance in position
• Ability to work effectively within a team
• Ability to successfully communicate and motivate team members
• Ability to be self-directed and take initiative 
• Full accountability for all work responsibilities and outcomes, and for input to team(s)

Skills

• Strong writing, proofreading, and editing skills
• Strong written and oral communication skills
• Intermediate level computer skills with Microsoft Office, including Word, Excel, and PowerPoint
• Strong organizational and interpersonal skills
• Customer service orientation for both internal and external customers
• Extremely detail-oriented; highest degree of accuracy in all activities
• Management and budgeting skills including staff supervision

SELECTION PROCESS

Mandatory Vaccination Policy: As a Public Health organization, NACCHO follows CDC guidelines and advisories relating to the health of all. NACCHO has adopted a mandatory vaccination policy applicable to all NACCHO employees to safeguard the health of our employees from the hazard of COVID-19.

The selected candidate must reside in the Washington, DC – Maryland – Virginia (DMV) area within 30 calendar days of their start date.

We only accept applications that follow the electronic process. No phone calls please. This position is subject to background screening. Qualified applicants should send a cover letter with salary requirements and resume to: PN – 465 Senior Meetings Specialists.

https://naccho.clearcompany.com/careers/jobs/bd4acfef-df16-dd6d-ea62-56eba3ce3b3d/apply?source=2397347-CS-2909

NACCHO offers generous benefits package such as:

• Medical, Dental, Vision, STD, LTD insurances
• 15 days of paid vacation & 13 days of sick leave and other types of leave
• 403(b) Retirement plan,
• Hybrid Remote Work Available - must live in DC/MD/VA
• NACCHO is a qualified employer under the Public Service Loan Forgiveness program

At NACCHO, our commitment to equal employment opportunity and affirmative action seeks to ensure a work environment free of discrimination and harassment. We respect and value work force diversity among all employees and all those with whom we do business.

About NACCHO

The National Association of County and City Health Officials (NACCHO), a national organization representing nearly 3,000 local health departments nationwide, has an immediate opening for a Manager - Affiliate Partnerships, Sponsorships, and Exhibits.

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