Program Coordinator, Meetings & Events

MedAmerica•Emeryville, CA

4h•$26 - $32•Remote

About The Position

At Vituity you are part of a larger team that is driven by our purpose to improve lives. We are dedicated to transforming healthcare through our culture by working together to tackle healthcare’s most pressing challenges from the inside. Join the Vituity Team. At Vituity we’ve cultivated an environment where passion thrives, and success comes through shared purpose. We were founded in a culture that values team accomplishments more than individual achievements, an approach we call “culture of brilliance.” Together, we leverage our strengths and experiences to make a positive impact in our local communities. We foster this through shared goals and helping our colleagues succeed, and we also understand the importance of recognition, taking the time to show appreciation and gratitude for a job well done. Vituity Locations: Vituity has opportunities at 475 sites across the country, serving 9 million patients a year. With Vituity, if you ever need to move, you can take your job with you. The Opportunity Project coordination as directed, monitoring specific tasks, and tracking project status towards deadlines. Act as meetings and events liaison for assigned programs. Collaborate with stakeholders and project team members to plan and contribute to the development and execution of all related activities. Support meeting preparation and follow-up, including materials compilation, note taking and action item tracking Coordinate meeting online registrations to include design, programming, invite lists, reports, and post meeting evaluations. Facilitate new attendee registrations, registration modifications, and cancellations. Coordinate room blocks, submit and maintain accurate hotel rooming lists Reconcile post-meeting invoices, including department/practice allocations and chargebacks and physician payroll deductions. Reconcile post-meeting attendance reports and data Prepare, review, and edit correspondence, reports, presentations, and other business documents with a high level of accuracy and professionalism Coordinate the distribution of meeting documents across all appropriate communication platforms. Coordinate event logistics including venue, contracts, catering, audiovisual, transportation, giveaways, awards and other Assist with speaker coordinator and session logistics Maintain the organization of various SharePoint and Monday.com sites Lead meeting production including name badges, signage, and handouts Organize, pack and ship materials, supplies and equipment for events Coordinate with external vendors including shipping scheduling and logistics. Process invoices, complete direct bill applications, hotel credit card authorizations and monitor vendor payments Track reward points due and hotel commission due and partner with finance to ensure timely hotel commission invoicing and collection. Travel to and provide onsite support for events Oversee the Meetings inbox, respond promptly, and direct inquiries to the right resources or team members Reconcile corporate credit cards monthly, ensuring accurate coding, documentation, and timely submission. Provide general administrative support to the Meetings and Events team as needed.

Requirements

Two (2) or more years of experience in the meetings and events industry or equivalent combination of experience and education required.
Bachelor’s degree in related field of study; or a combination of education and work experience that demonstrates the attainment of the requisite knowledge, skills, and abilities required.
Ability to keep organized, set priorities and multi-task in a fast-paced, multi-project environment under conditions requiring speed and accuracy.
Ability to work well as a team player.
Ability to adapt and learn new ideas and concepts quickly.
Ability to be self-motivated and take initiative.
Strong time and resource management skills.
Strong attention to detail.
Strong editing and proofreading skills.
Ability to problem solve independently and in team situations.
Ability to convey information effectively in verbal and written communications.
Ability to seek innovative ideas and look for improvement and streamlining opportunities in process and procedure.
Ability to establish and maintain effective working relationships as required by the duties of the position.
Ability to use office equipment and automated systems/applications/software at an acceptable level of proficiency.
Ability to read, understand and communicate in English sufficient to perform the duties of the position.
Intermediate MS Excel, Word, PowerPoint, and Outlook skills.
Ability to travel to meetings and events as needed.

Nice To Haves

Experience working with Cvent preferred.

Responsibilities

Project coordination as directed, monitoring specific tasks, and tracking project status towards deadlines.
Act as meetings and events liaison for assigned programs. Collaborate with stakeholders and project team members to plan and contribute to the development and execution of all related activities.
Support meeting preparation and follow-up, including materials compilation, note taking and action item tracking
Coordinate meeting online registrations to include design, programming, invite lists, reports, and post meeting evaluations.
Facilitate new attendee registrations, registration modifications, and cancellations.
Coordinate room blocks, submit and maintain accurate hotel rooming lists
Reconcile post-meeting invoices, including department/practice allocations and chargebacks and physician payroll deductions.
Reconcile post-meeting attendance reports and data
Prepare, review, and edit correspondence, reports, presentations, and other business documents with a high level of accuracy and professionalism
Coordinate the distribution of meeting documents across all appropriate communication platforms.
Coordinate event logistics including venue, contracts, catering, audiovisual, transportation, giveaways, awards and other
Assist with speaker coordinator and session logistics
Maintain the organization of various SharePoint and Monday.com sites
Lead meeting production including name badges, signage, and handouts
Organize, pack and ship materials, supplies and equipment for events
Coordinate with external vendors including shipping scheduling and logistics.
Process invoices, complete direct bill applications, hotel credit card authorizations and monitor vendor payments
Track reward points due and hotel commission due and partner with finance to ensure timely hotel commission invoicing and collection.
Travel to and provide onsite support for events
Oversee the Meetings inbox, respond promptly, and direct inquiries to the right resources or team members
Reconcile corporate credit cards monthly, ensuring accurate coding, documentation, and timely submission.
Provide general administrative support to the Meetings and Events team as needed.

Benefits

Monthly wellness events and programs such as yoga, HIIT classes, and more
Trainings to help support and advance your professional growth
Team building activities such as virtual scavenger hunts and holiday celebrations
Flexible work hours
Opportunities to attend Vituity community events including LGBTQ+ History, Día de los Muertos Celebration, Money Management/Money Relationship, and more
Superior health plan options
Dental, Vision, HSA/FSA, Life and AD&D coverage, and more
Top Tier 401(k) retirement savings plans that offers a $1.20 match for every dollar up to 6%25
Outstanding Paid Time Off: 3-4 weeks’ vacation, Paid holidays, Sabbatical
Student Loan Refinancing Discounts
Professional and Career Development Program
EAP, travel assistance, and identify theft included
Wellness program
Purpose-driven culture focused on improving the lives of our patients, communities, and employees