Association for the Advancement of Medical Instrumentation
September 18, 2018
Full Time - Experienced
4 Year Degree
AAMI seeks a Manager, Conference Center that is responsible for every aspect of the conference center, AAMI’s Center for Excellence (ACE), from catering and accommodation to marketing, sales and financial management.
Facility Processes and Procedures Development and Maintenance
Establish and publish repeatable and scalable processes and procedures for staff and potential outside clients for reserving, using (including restrictions) and/or cancelling space. Include processes and procedures for securing the use of outside alternative space with Department funding.
Develop an Emergency Action Plan (EAP) for staff and client users. Support AAMI leadership in communication with building engineers in the event of emergencies.
In collaboration with the IT Director, establish an on-line room reservation and evaluation system that supports daily “open to close” use of the facility and periodic aggregate reports.
Maintain on line Center calendars and manage requests for Center use. Advise AAMI staff and clients by communicating options for space upon request.
Oversee daily operations within the Conference Center and AAMI Staff Meeting Space.
Prepare Center facilities for use in accordance with prescribed standards and staff/client requirements; with the assistance of staff complete the breakdown/reset of Center facilities after each event.
Ensure that the Center is clean, professional and adequately supplied and that all equipment is in good working order prior to individual events.
Collaborate with IT Director on Center technology acquisition, installation, use and maintenance. Ensure instructions for technology use are readily available and easy to understand.
Assist staff with onsite registration process (including registering walk-in attendees and assisting with any badge issues).
Legal and Contract Management
In collaboration with the Director of Operations (A-COO) and AAMI legal, develop reusable templates for all procurement and contracting processes related to the Center. Ensure these templates are supported by the space processes and procedures for both internal and outside clients and that they minimize AAMI risk.
Manage the procurement and contract process for internal and outside clients to include but not be limited to catering, linens, furniture and other Center equipment (excluding IT) and services to ensure that the most high-quality and cost-effective vendors are being used.
Develop an evaluation process to measure vendor value. Develop and maintain a preferred vendor list for all vendor categories based on performance.
In collaboration with the AAMI meetings vendor and the funding internal Department, manage the acquisition of area hotel room blocks or additional meeting space as requested.
Collaborate with AAMI staff and outside clients on requested meeting requirements (set-up, catering, supplies etc.), and evaluate the best use of the facility based on client needs.
Collaborate with AAMI staff to ensure appropriate staff are available to ensure a positive user experience (e.g., greeters, guides and other staff functions).
In collaboration with IT, develop an electronic tool to measure client logistics-related satisfaction and leverage results toward top level ratings.
Support the financial sustainability of the Center by promoting the availability of the conference center to outside organizations and businesses through websites, local venues, brochures, presentations and other appropriate means.
Schedule and provide tours of the facility to prospective clients; respond to inquiries via phone and in writing.
In collaboration with the Director of Operations (A-COO) negotiate terms for outside use of the Center and close contracts.
Develop and maintain your assigned budget
Create usable data for analysis of the Center return on investment including usage rates, revenue/expenditures and forecast usage. Collaborate with the CFO to develop an ROI report.
Manage vendor costs to ensure that operating costs are contained within the appropriate budget parameters. Maintain and manage purchase orders and expense reporting.
Ensure accurate and timely billing of clients for events held in the Center.
Back up Director of Operations
In collaboration with the Director of Operations, develop a prioritized schedule of learning opportunities to understand the scope of the Director of Operations position.
By the end of the first year, be capable of functioning effectively as the Director of Operations in the absence of the Director of Operations.
Prepare facility reports as requested.
Monitor trends in the meeting market and conference center industry.
Perform other duties as assigned.
Desired Qualifications and Requirements for the Position Include:
Bachelor's Degree strongly preferred but not required
Similar experience with meeting and/or facility planning is preferred
3+ years of customer service experience
A positive attitude and a focus on teamwork
Excellent work ethic, organizational skills and communication skills
Flexible and able to multitask, switch priorities as needed in a potentially fast-paced environment
Database experience helpful
About Association for the Advancement of Medical Instrumentation
The Association for the Advancement of Medical Instrumentation (AAMI) is a nonprofit organization founded in 1967. It is a unique alliance of nearly 7,000 members from around the world united by one critical mission: increasing the understanding and beneficial use of medical technology. AAMI members improve medical device safety through the development and use of AAMI standards, professional certification, education, summits, and other technical resources. Industry, government agencies, healthcare organizations, and others rely on AAMI to disseminate high quality, objective information that helps make technology use in the patient care environment safer and more effective.