Looking to make a difference?
The International Society for Heart and Lung Transplantation (ISHLT) is seeking a Meetings and Education Administrator.  

ISHLT is the world’s largest organization dedicated to research improving the care of patients with advanced heart or lung disease through transplantation, mechanical support and innovative therapies. ISHLT members represent more than 15 different professional disciplines, committed to international, multidisciplinary education and advocacy. For more information, visit www.ishlt.org.

In this role, you’ll be responsible for providing administrative support and project management for ISHLT’s annual meeting and other educational events, programs and activities. ISHLT events are attended by the world's premier specialists in treating advanced heart and lung disease. The Society’s annual meeting attracts more than 3,700 attendees from 58 countries.

We are a small team where everyone contributes in meaningful ways, and all our work is collaborative and connected. We are focused on providing a high level of member and customer service to ensure a positive experience for all, externally and internally.

Duties and Responsibilities include the following. Other duties may be assigned. 

Meetings

• Manage configuration, implementation and maintenance of AMS database registration processes related to the Society’s annual meeting, regional meetings, workshops and other events, including in-person and online
• In collaboration with outside customer support, ensure a consistent, positive experience for meeting participants
• Produce regular and ad hoc reports analyzing meeting and event registration trends, housing statistics and other metrics
• Organize, implement and manage onsite meeting registration desk logistics and processes, including related vendor relationships, badge printing and temporary staff for the Society’s annual meeting, regional meetings and workshops
• Oversee configuration, external integrations and implementation of annual meeting mobile app and other technology support tools as needed
• Track and collect supporter and exhibitor payments, logos and other assets for the Society’s annual meeting and other events
• Manage RSVP processes for receptions, dinners and special events
• Provide support for board meetings, the annual leadership meeting, and other non-educational governance events
• Communicate and coordinate travel logistics and manage expense reports for board and leadership meeting participants

Education (Annual Meeting, other events as needed)

• Manage abstract data, including updating reports, configuration of campaigns, testing of sites and backfills
• Manage Excel spreadsheet data related to assignments of symposium and abstract reviewers, abstract counts, reports and historical data
• Collect, organize and track conflict of interest disclosure information for committees, reviewers and speakers
• Format ACCME-regulated learner notifications and related information in Excel
• Assign poster board numbers
• Produce thank you letters for speakers, abstract reviewers and other volunteers
• Manage volunteer expense reports
• Provide additional support for educational programs as assigned.

Supervisory Responsibilities

• None

Qualifications

• Provide excellent service and teamwork with staff, members, and volunteer leaders
• Strong verbal, analytical, listening, and relationship-building skills
• Highly organized and attentive to detail with the ability to prioritize and manage multiple projects simultaneously
• Creative and self-motivated, working both independently and with a team
• Ability to respond quickly to time-sensitive requests from staff and Society members
• Able to work under tight time constraints and extended hours as required
• Make objective decisions using sound judgment
• Ability to travel 1-2 times per year

Education/Experience

• Bachelor’s degree or equivalent experience
• International nonprofit, member-based organization experience a plus

Computer Skills
To perform this job successfully, an individual should have advanced Microsoft Excel skills and demonstrated knowledge of other Microsoft Office applications. Familiarity with AMS databases and abstract management systems is a plus. The Society uses Impexium and Oasis. 

Language Ability
Ability to write reports, business correspondence, and procedures. Ability to respond and identify solutions needed to resolve inquiries or complaints from customers. Ability to present information to management, and respond to coworkers, members, customers, and management.

Reasoning Ability
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands and talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms and stoop, kneel, crouch, or crawl. Specific vision abilities required by this job include close vision and ability to adjust focus.

Work Environment
ISHLT has an office in downtown Chicago. Remote work options may be available. 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.

To Apply
Apply with a resume and cover letter through the career site. To be considered for the position, include your salary requirements and explain why you are looking for a new position and why you would be a great fit at ISHLT. Candidates must be authorized to work in the United States.

ISHLT is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to age, color, creed, disability, gender, gender expression, place of origin, sexual orientation, protected veteran status, or any other characteristic protected by law.

About International Society for Heart and Lung Transplantation

ISHLT is the world’s largest organization dedicated to research improving the care of patients with advanced heart or lung disease through transplantation, mechanical support and innovative therapies. ISHLT members represent more than 15 different professional disciplines, committed to international, multidisciplinary education and advocacy.

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