The National Academies of Sciences, Engineering, and Medicine
Location: Washington, D.C.
Type: Full Time
Required Education: High School
Internal Number: R0001698
The Transportation Research Board (TRB) is one of seven major programs of the National Academies of Sciences, Engineering, and Medicine, which is a private non-profit organization. The mission of TRB is to provide leadership in transportation improvements and innovation through trusted, timely, impartial, and evidence-based information exchange, research, and advice regarding all modes of transportation. The Technical Activities Division of TRB supports standing committees and task forces, and organizes the TRB Annual Meeting and other conferences and workshops.
Manages registration for about 12 conferences and committee meetings per year. Creates and updates event websites for the TRB Annual Meeting and conferences, using Internet-based software such as Cvent and CentralPoint. Writes and sends mass emails to attendees and prospects. Replies to attendee questions and concerns. Processes refund requests, and records payments. Uses Adobe Illustrator to develop signs and other graphics. Creates reports. Generates badges, tent cards, signs, and other meeting collateral. Manages SmartSheet databases. Packs and ships materials to meeting venues. Serves as an onsite meeting room monitor during the six-day Annual Meeting in Washington DC, each January. Performs other tasks as assigned by the Meetings Director.
ESSENTIAL JOB DUTIES
Manages registration for about 12 conferences and meetings per year. These events range from 60 to 500 attendees each.
Creates websites for conferences, using Internet-based software, such as Cvent. Works directly with the assigned Senior Program Officer (SPO) and Operations Coordinator (OC) for each conference, to ensure that all essential information and options are included in the website. Monitors websites, and makes updates as needed.
Participates in interdepartmental pre-conference planning meetings for assigned conferences, to provide advice on registration options, timelines, and conference policies.
Manages multiple SmartSheet databases. Configures the system to send automated notifications as needed.
Corresponds directly with patrons, to ensure that they provide all needed information and receive all appropriate patron benefits.
Creates websites for the TRB Annual Meeting, using Internet-based software. Makes updates throughout the year.
Writes mass emails to attendees and prospects and sends them via Cvent.
Designs and sets up online surveys and questionnaires, using internet-based software, such as MailChimp.
Generates badges, tent cards, signs, and other meeting collateral for events.
Packs and ships materials to meeting venues.
Serves as a meeting room monitor during the 6-day Annual Meeting, which is held each January in Washington, DC. Ensures that all events in an assigned section of the meeting venue are set up correctly and running properly. Directs venue staff to address any discrepancies in setup, catering, or AV equipment. Notifies Meetings Director of any potential problems. Has direct interaction with the volunteer moderators in the event rooms.
Uses Adobe Illustrator to develop signs and graphics for the Annual Meeting.
Responds to emails that attendees send to the general Meetings Department mailbox. Answers questions, and addresses customer issues.
Develops attendee and revenue/sales reports.
Updates registration records to reflect any payments made by check or wire transfer. (Most payments are made electronically via credit card and don’t require any manual updates.)
NONESSENTIAL JOB DUTIES
Related duties and special projects as assigned by the Meetings Director.
Required Knowledge, Skills, and Abilities: The incumbent must demonstrate proficiency in Microsoft Outlook, Word, Excel, and have an aptitude for learning new computer software. Also requires excellent verbal, written communication skills, information management skills, strong proofreading and attention to details. Must have the ability to manage multiple priorities, meet critical deadlines within limited time frames. Limited travel required.
Minimum Education/Training Requirements: High school diploma, GED, or equivalent knowledge.
Minimum Experience: Six years of administrative or meeting planning experience.
Preferred Education and Experience: Experience with CVENT registration software, Adobe Illustrator, and SmartSheets is desirable.
Physical Capabilities: Ability to work at a computer for extended periods of time. Must be able to lift 30 lbs.
Required Licenses, Certification or Registration: None.
Supervisory Responsibilities/Controls: Reports to manager/officer. Supervisor is present to assign work and assist in problem resolution.
Work Environment: Hybrid Office/Telecommute environment with the ability to work remotely up to 50% of the time, with travel each January to the TRB Annual Meeting at the Washington Convention Center in Washington, DC. In accordance with the National Academies’ commitment to provide a safe and healthy workplace, all employees must be fully vaccinated against COVID-19, except as otherwise permitted under a reasonable accommodation for medical or religious reasons. Unless granted an accommodation, successful applicants will be required to confirm their vaccination status and proof of vaccination promptly upon beginning employment. Applicants needing accommodations should indicate this in their application; applicants will not be discriminated against in the hiring process on the basis of requesting an accommodation
Any qualification to be considered equivalent, in lieu of stated minimum, requires the prior approval of the Office of Human Resources. The above statements are intended to describe the general nature and level of work performed by employees assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Some functions in this description may be specific to a particular unit of the National Academies and not applicable to other units.
The National Academies’ Statement on Diversity and Inclusion:
To promote diversity and inclusion in the sciences, engineering, and medicine, we are committed to increasing the diversity of the National Academies’ staff, members, and volunteers to reflect the populations we serve. We pledge to cultivate an environment and culture that promotes inclusion and values respectful participation of all individuals who help advance the mission of the institution.
Equal Opportunity Employer:
It is the policy of the National Academies to recruit, hire, transfer, compensate, and promote people in all job categories and to administer all other personnel actions, terms and conditions of employment in a manner that is consistent with equal employment, and does not discriminate on the basis of race, creed, ethnicity, color, national origin, sex, sexual orientation, gender identity, age, religion, disability, medical condition for which a person has been rehabilitated or cured, marital status, family responsibilities, genetic information, political affiliation, personal appearance, matriculation, unemployment status, veteran status, or any other characteristic protected by applicable laws. It is also the institution's policy to recruit, hire, promote, and provide reasonable accommodation to qualified individuals with disabilities and covered veterans who are otherwise qualified.
About The National Academies of Sciences, Engineering, and Medicine
The National Academies of Sciences, Engineering, and Medicine are private, nonprofit institutions that provide expert advice on some of the most pressing challenges facing the nation and the world. Our work helps shape sound policies, inform public opinion, and advance the pursuit of science, engineering, and medicine.