| Association of Catholic Colleges and Universities Job Description Job Title: Director for Annual Meeting Reports to: Vice President for Operations, Development and Member Resources General Summary The focus of the position is overseeing programmatic and logistical efforts for the association’s Annual Meeting, working closely with staff members to provide direction on content and speakers for the Annual Meeting, working with the conference hotel to plan and execute the event, and assisting with the delivery of programs related to mission and identity. Essential Duties and Responsibilities - Annual Meeting (95%)
- Oversight of Annual Meeting
- Facilitate all aspects of annual meeting including event registration, onsite staffing, speaker preparation, session descriptions, annual banquet, catering, and technology needs.
- Assemble experts to meet the needs of presidents, vice presidents, and others concerning issues of Catholic mission and university identity through the Annual Meeting theme, session topics, and suggested speakers.
- Communicate regularly with association staff and presidential planning task force for a successful meeting.
- Send correspondence to speakers and coordinate travel, lodging and expenses.
- Coordinate with communication staff in the creation of event publications, materials, and signage.
- Oversee meeting preparation, supplies ordering and packing/transporting of event materials.
- Coordinate all aspects of prayer at the Annual Meeting, including arrangements for the opening liturgy and morning prayer services.
- Fiscal Management/Budget Responsibilities/Judicious Use of Resources
- Develop, manage and reconcile the budget for Annual Meeting and manage expenses including the reconciliation of all master hotel bills and speaker reimbursements.
- Review invoices from conference hotels, vendors, contractors to ensure accuracy of charges and reflection of negotiated terms. Track & pay bills relative to each account/meeting/event.
- Demonstrate sound fiscal judgment in the utilization of all ACCU resources and offer cost-saving alternatives when applicable.
- Identification and Management of Outside Vendors
- Work closely with host hotel representative to monitor hotel room pick-up and all aspects related to the Annual Meeting
- Oversee and develop Requests for Proposal (RFP) to include preferences of conference stakeholders Compile, assess, and prioritize the facility and vendor recommendations resulting from the RFP.
- Negotiate contracts with outside vendors to include, but not limited to audio visual, entertainment and other vendors. Manage all vendors selected for the Annual Meeting.
- Other Programmatic Initiatives (5%)
- Assist as needed with other programs and events of the association.
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