Conference Coordinator - Center for Deployment Psychology

Join the HJF Team!

HJF is seeking a Conference Coordinator to be responsible for providing conference/meeting/event management support. Tasks include identifying and arranging all logistics to include pre-conference, on-site and post-conference support required to ensure the successful execution of activities.

This position will be in support of the Uniformed Services University of the Health Sciences' Consortium for Defense Psychology (CDP), which is based in Bethesda, MD. The Conference Coordinator will assist with activities related to CDP's mission, which is to lead the development of a community of military culturally mindful and clinically competent providers through the delivery of high-quality training and education, the convening of experts, and the dissemination of research-based treatment and the latest topics in military behavioral health. The Henry M. Jackson Foundation provides administrative and management support to the Consortium. CDP strives to be the central hub for the Military Health System (MHS) in the development and implementation of training and education to clinicians in order to ensure that all service members, veterans, and their families receive quality behavioral healthcare that meets their unique needs.

The Henry M. Jackson Foundation for the Advancement of Military Medicine (HJF) is a nonprofit organization dedicated to advancing military medicine. We serve military, medical, academic and government clients by administering, managing and supporting preeminent scientific programs that benefit members of the armed forces and civilians alike. Since its founding in 1983, HJF has served as a vital link between the military medical community and its federal and private partners. HJF's support and administrative capabilities allow military medical researchers and clinicians to maintain their scientific focus and accomplish their research goals.

• Coordinate with client/agency point of contact to ensure logistical and administrative requirements are identified and met.
• Identify and procure conference and meeting sites for in-person events.
• Identify and arrange suitable platforms for virtual events.
• Ensure locations are approved for use by US Government; conduct site visits, prepare comparison reports and assist with site selection; negotiate contracts for conference services and/or concessions; prepare and submit requisitions and purchase requests; monitor and facilitate payment processes.
• Serve as the focal point for all interactions with hotel/venue managers.
• Develop the conference/meeting website and manage the registration process.
• Provide on-site conference/meeting support including registration of attendees and direct coordination with the facility/venue staff.
• Order and ensure required meeting materials/supplies are available to facilitate execution of program activities.
• Coordinate/facilitate shipment of meeting materials.
• Identify translation and interpretation requirements and contract service providers as needed.
• Develop conference/meeting budgets and final expenditure reports.
• Coordinate individual and group travel: Prepare travel request form; arrange for air travel, lodging and ground transportation; prepare and disseminate Logistics Fact Sheets; assist other team members and consultants with expense report reconciliation.
• May perform other duties and responsibilities as assigned or directed by the supervisor. This may include attendance of and participation in required training for role.

Education and Experience

• Bachelor's Degree Required.
• Minimum of 6-8 years experience required.

Required Knowledge, Skills and Abilities

• Knowledge of conference and meeting industry standards and processes.
• Skilled and able to negotiate for services and support.
• Effective written and verbal communication.
• Ability to work both independently and in a team environment.
• Intermediate skills with online conferencing platforms (i.e., Zoom).
• Ability to obtain and maintain a T1/Public Trust background check.

Physical Capabilities

• Ability to stand or sit at a computer for prolonged periods.

Licenses and Certifications

• Certified Meeting Professional (Events Industry Council) or equivalent preferred.

Work Environment

• This position will take place primarily in an office setting.

Compensation

• The annual salary range for this position is $76,500 - $96,000. Actual salary will be determined based on experience, education, etc.

Benefits

• HJF offers a comprehensive suite of benefits focused on your health and well-being, from medical, dental, and vision coverage to health savings and retirement plans, and more.
  

Employment with HJF is contingent upon successful completion of a background check, which may include, but is not limited to, contacting your professional references, verification of previous employment, education and credentials, a criminal background check, and a department of motor vehicle (DMV) check if applicable. Any qualifications to be considered as equivalents, in lieu of stated minimums, require the prior approval of the Chief Human Resources Officer.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)

Any qualifications to be considered as equivalents, in lieu of stated minimums, require the prior approval of the Chief Human Resources Officer.