Conference & Meetings Operations Project Manager
Job Title: Conference & Meetings Operations Project Manager
Location: System Office-Atlanta
Full/Part Time: Full-Time
Job ID: 227379
The University System of Georgia (USG) is comprised of 26 higher education institutions as well as the University System Office (USO). Within the USO, our administrative operations are primarily housed in the Trinity Washington Building located in downtown Atlanta. Our Information Technology Services (ITS) division is located in Athens. The University System of Georgia Shared Services Center (SSC) is located in Sandersville. The Georgia Public Library System is located in Atlanta. The Georgia Archives is located in Morrow. The State of Georgia Records Center is located in Austell.Location
Trinity Washington Building - 270 Washington Street SW, Atlanta, GA 30334 with occasional work at Information Technology Services (ITS) - 2500 Daniells Bridge Road Athens, GA 30606Job Summary The position includes project management, event management, graphic design, communications, basic research, and staff support for USG conferences and events. This position is also responsible for the oversight of the conference and events’ Cvent registration software system. Assists director with coordination and duties assigned for all aspects of multi-day conferences, day meetings, and trainings. The project manager should have an understanding of special event management, provide outstanding customer service, be an enthusiastic professional, and be able to build relationships with internal and external customers.Responsibilities The Project Manager has three primary areas of essential duties and responsibility. Other duties may be assigned.
(1) Project Management
- Coordinates and performs initial intake meetings with meeting owners.
- Manage and coordinate work plans, schedules, workflow, and resources to ensure timely completion of projects
- Determine the role and responsibilities of each project team member
- Define project stakeholders and identify information needs
- Monitor and manage stakeholder engagement for Conference and Meeting Services projects
- Design presentations, flyers, agendas, or other documents as needed using desktop applications, including word processing, presentation, spreadsheet, and other appropriate software
- Organize, maintain, and disseminate materials from projects to include dissemination via email, web, and print, including Asana
- Meeting and event minute taking and meeting summary memo writing
(2) Research and Communications
- Monitor inquiry channels, including email, web and USO Intranet
- Manage and update content on the Conference & Meeting Services Intranet site, including the USO Event Calendar, Event Request Form, Commonly Used Venues, and other items as needed
- Sends marketing/meeting announcements via Cvent
- Assist with event reporting including working with the customer to create event evaluations, curating content, fact-finding, data gathering, and analytics
- Respond to telephone and Internet inquiries from internal USG staff and external constituents
- Works as the liaison with Web Services to perform tasks
(3) Meeting and Event Planning
- Ensure timely and accurate communication with meeting participants and stakeholders during planning and follow-up
- Assist with the process for selection and finalization of meeting logistics, including agenda content, menus, AV resources, room configuration, etc.
- Collect and manage preparation, graphical design, and dissemination of all meeting materials, including agendas, scripts, speaker information, presentation handouts, etc.
- Schedules, administrates, moderates, and supports virtual meetings.
- Conduct research, assist with site visits, and find resources to help staff make decisions about event possibilities
- Set up registrations in Cvent registration software system.Test and correct any errors related to conference and event registrations prior to publicizing registration links.Answer registration questions from attendees and vendors.On-site registration
- Develop online event registration, event websites and mobile website, ensuring the language management is accurately portrayed on mobile devices and desktops.
- Develop registration settings, pages and questions to ensure registrants properly input information that's valuable for reporting and registering (e.g., dietary needs, shirt size, emergency contact information, address, company, phone, field of interest, etc.) Validate and monitor attendee information.
- Develop online event registration and websites and targeted event email marketing.
- Setup Call for Presentations and send to potential speakers
- Troubleshoot with Cvent and CrowdCompass client support regarding any issues dealing with online registration sites, websites, and mobile app.
- Develop badges for attendee name badges and create invoices for each event
- Research and compile invitation email list for attendees and sponsors to include past participants and potential participants. Provide dedicated support and consultation to our internal clients leveraging CrowdCompass' mobile app software.
- Proactively gather information on each project to achieve quality event productions.Conduct research, make site visits, and find resources to help staff make decisions about event possibilities.Propose new ideas to improve the event planning and implementation process.Assist with managing on-site production and clean up for events as necessary.Create and manage registration sites.Assist with the coordination of all conferences and meetings.Attend pre and post event planning meetings
- Prepare and ensure distribution of attendee and sponsor related surveys (e.g., in-app session surveys, feedback surveys, etc.)
- Set up call for papersSend call for presentations announcement CventSend marketing announcements CventPrepare vendor and attendee evaluationsSocial eventsCoordinate signage
- Bachelor’s degree
- Interest in public policy and organizational innovation
- Ability to perform basic literature reviews and Internet searches
- Ability to effectively use standard software such as Word, Excel, PowerPoint, Adobe InDesign, Adobe Photoshop, Outlook, etc.
- Bachelor’s degree in Communications, English, Journalism, Technical Communication, Instructional Design, Information Technology, or related field, or equivalent experienceMaster’s degree preferredMinimum of 5-8 years related work experience including communications and project management. Experience in higher education preferred. Or any equivalent combination of experience and training which provides the necessary knowledge and skills
- Experience in higher education is a plusExperience with social media tools and techniques
- Requires excellent people skills, self-starter, ability to work in a group or independently; negotiation skillsMust be able to manage multiple concurrent projects. Must be able to multi-task effectively Must be able to travel to various locations within the State of Georgia in supporting institutions, attending meetings, conferences, etc. May require occasional out-of-state travel for conferences and meetings.
- Knowledge of various analysis and reporting tools
- Ability to learn to use various tools and applicationsKnowledge of AP Style Guide
Skills and Abilities
- Demonstrate willingness to take initiative
- Demonstrate good oral and written communication skills
- Expert organizational skills and superb attention to detail
- Ability to manage and negotiate multiple requests and parallel needs
- Ability to adapt quickly and work in a highly changeable work environment
- Diplomatic in communications and relationship building
- Ability to adapt to various groups or situations
- Ability to travel as required (primarily within state)
- Demonstrate an ability to appropriately handle confidential information
- Display a friendly, customer-service oriented attitude
- Proficient in the use of standard office equipment Ability to apply logic and problem-solving skills Extensive expertise in grammar, syntax, spelling, style, design, and proofreading skills; technical communication principles and practice; information architecture; editing; quality assurance; publication; instructional design; training; and dissemination mechanisms for different mediaKnowledge of appropriate communications tools for authoring, editing, publishing, graphic design, and Web development Ability to use flow charts, tables, graphics, etc. to present data effectively Knowledge of and active participation in social media such as community development, engagement and managementListening and interpersonal skills; ability to interact with customers at all levels: staff, managers, directors, and executivesEditorial experience Ability to propose solutions to meet varying customer communication needsDemonstrated experience working in a wide variety of formats and mediaLeadership, time management skills, and ability to work well with minimal supervision Strong interviewing skills and able to synthesize informationDemonstrated skills in layout and designProven skills in all types of writing and editing Excellent communications skills, both written and verbalAbility to prioritize tasksAttention to detail, accuracy, and qualityExceptional, demonstrated presentation skillsAbility to work in a team environment.Effective organizational and analytical skills Ability to work in deadline-driven environment
Offers of employment are contingent upon completion of a background investigation including a criminal background check demonstrating your eligibility for employment with the University System Office as determined by the University System Office in its sole discretion; confirmation of the credentials and employment history reflected in your application materials; and, if applicable, a satisfactory credit check. Offers are made expressly subject to the applicable federal and state laws, to the statutes, rules and regulations of this institution and to the Bylaws and Policies of the Board of Regents (BOR) of the University System of Georgia (USG), which are available for your inspection upon request.Equal Employment Opportunity
The University System Office is an equal employment, equal access, and equal educational opportunity, and affirmative action institution. It is the policy of the University System Office to recruit, hire, train, promote and educate persons without regard to race, color, national or ethnic origin, age, disability, gender, religion, sexual orientation, gender identity or veteran status as required by applicable state and federal laws (including Title VI, Title VII, Title IX, Sections 503, and 504, ADEA, ADA, E.O. 11246, and Rev. Proc. 75-50).
For questions or more detailed information regarding this policy please contact the University System Office Human Resources at 404.962.3242. Individuals requiring disability related accommodations for participation in any event or to obtain print materials in an alternative format, please contact Human Resources.