Conference Services Coordinator II

Chicago, IL

The American Medical Association (AMA) is the nation's largest professional Association of physicians and a non-profit organization. We are a unifying voice and powerful ally for America's physicians, the patients they care for, and the promise of a healthier nation. To be part of the AMA is to be part of our Mission to promote the art and science of medicine and the betterment of public health.

We continuously work to embed equity in our internal practices and are committed to increasing the diversity of our staff across all levels of the organization. We intentionally work to create the right conditions to enable our employees to feel that they can be their authentic selves and fully participate in the life of the enterprise.

We encourage and support professional development for our employees, and we are dedicated to social responsibility. We invite you to learn more about us and we look forward to getting to know you.

We have an opportunity at our corporate offices in Chicago for a Conference Services Coordinator II on our Corporate Services team. This is an onsite position reporting into our Chicago, IL office, requiring 5 days a week in the office.

This position will coordinate all aspects of the conference
center and all other meeting space at AMA HQ ensuring high quality service and
smooth operational execution. Responsible for ensuring departmental standards
are met and coordinating daily operations. Functions as a backup for the Conference
Service Assistants and Audio/Visual Coordinators.

RESPONSIBILITIES:

Meeting Coordination

• Process all requests for meeting space to include proper room assignment, special room set up, and audio/visual equipment.
• Maintain records of all scheduled meetings, resolves any problems, and manages emergency requests as they occur.
• Ensure all conference rooms are set up in a professional meeting atmosphere before and after each meeting.
• Coordinate with the Catering Coordinator concerning all catered events to ensure proper table coverage and special room configuration.
• Coordinate with Audio/Visual Coordinator on all AV needs for meetings.
• Serve as back up in the absence of Conference Services Assistants and Audio/Visual Coordinators.

Inventory

• Responsible for inventory and maintenance of all conference tables and chairs.
• Ensures stock levels of all necessary meeting materials for conference room usage.
• Performs monthly organization and sanitation of all storage rooms.
• Works regularly with Audio/Visual specialist for proper inventory and maintenance of all electronic meeting equipment including testing and arrangement for repairs.

May include other responsibilities as assigned

REQUIREMENTS:

1. High School Diploma or GED required; bachelor's degree preferred.
2. 3+ years experience with event coordination.
3. Knowledge of Windows 10, Microsoft Office (Word, Excel, Adobe Reader, and Outlook).
4. Proven experience in coordinating conference centers operations.
5. Excellent communication and people skills.
6. Ability to manage multiple tasks and prioritize in a demanding environment.
7. Knowledge of budgeting, inventory control, and purchasing processes.
8. Customer-focused with a commitment to providing high-quality service.
9. Flexible and adaptable to changes in the work environment and operational needs.
10. Must be able to lift to a minimum of forty pounds and higher.
11. Some evening and weekend work is required.

This role is a non-exempt position and the hourly range for this position is $23.16-$30.22. This is the lowest to highest rate we believe we would pay for this role at the time of this posting. An employee's pay within the salary range will be determined by a variety of factors including but not limited to business consideration, geographical location, and internal equity, as well as candidate qualifications, such as skills, education, and experience. Employees are also eligible to participate in an incentive plan. To learn more about the American Medical Association's benefits offerings, please click here.

The American Medical Association is located at 330 N. Wabash Avenue, Chicago, IL 60611 and is convenient to all public transportation in Chicago.

We are an equal opportunity employer, committed to diversity in our workforce. All qualified applicants will receive consideration for employment. As an EOE/AA employer, the American Medical Association will not discriminate in its employment practices due to an applicant's race, color, religion, sex, age, national origin, sexual orientation, gender identity and veteran or disability status.

THE AMA IS COMMITTED TO IMPROVING THE HEALTH OF THE NATION