Position Description

The Meeting & Courses department at Cold Spring Harbor Laboratory is seeking a Conference Operations Planner I to handle conference planning, annual scientific meetings, and conferences. The conference operations planner is responsible for the seamless organization of these conferences and other events which take place within the Meetings and Courses department. This position will interact closely with all levels of management along with meeting Organizers.

Position Responsibilities

• Coordinate all aspects of assigned conferences, meetings and events (pre-planning, onsite execution and post-event wrap up)
• Develop and maintain solid relationships with meeting organizers and invited speakers
• Organize conference specifications with various teams including culinary, AV, photography, transportation, vendors, security, etc.
• Communicate conference details with participants
• Utilize in-house database management system to process registrations, payments, housing and culinary requirements; generate all necessary reports
• Assist in financial management, i.e. collection of registration fees and handling expense reimbursements, refunds, wire transfers, etc.
• Collaborate on program development and planning with Organizers, M&C Manager, M&C Executive Director.
• Adapt to demanding situations, changing procedures, methods or processes
• Contribute to overall team success by identifying problems and proactively seeking out methods to improve self-performance and/or efficiency of an operation or task
• Ability to work evenings / weekends when necessary for Meeting Arrival / Departure or special events

Position Requirements

EDUCATION: Bachelor’s Degree or equivalent

EXPERIENCE: 3-5 years of conference/event planning. Experience in not-for-profit, healthcare, or science is preferred.

SKILLS:

• Maintain a high level of professionalism as a representative of CSHL’s Meetings & Courses Program
• Excellent organizational skills, with the ability to prioritize tasks and manage many tasks simultaneously
• Strong negotiation skills, with the ability to adhere to payment policies pertaining to participant enrollment
• Strong analytical and problem-solving skills
• Excellent oral and written communication skills
• Strong computer skills and knowledge of office technology/equipment
• Full knowledge of the conference database system
• Ability to work calmly and effectively in stressful situations
• Exceptional customer service skills to exceed expectations
• Punctual, dependable and dedicated to achieving operational excellence, down to the smallest of details
• Discreet, ethical and committed to maintaining a high degree of confidentiality
• Excelling as a lead team member, with a passion for delivering a professional customer service standard and focused on total customer satisfaction
• Maintaining a consistently professional approach, while taking ownership and responsibility both within and outside one’s job domain

Supplemental Information

Our employees are compensated in many ways for their contributions to our mission, including competitive pay, exceptional health benefits, retirement plans, time off, a range of recognition, wellness programs and access to an affordable and licensed on-site childcare center. Visit our CSHL Benefitssite to learn more.

How to Apply:

For immediate consideration, candidates should create an account and apply to the position found here: https://www.schooljobs.com/careers/cshl/jobs/3964530/conference-operations-planner-i?sort=PostingDate%7CDescending&pagetype=jobOpportunitiesJobsPosition ID: 000248

Environment:

Cold Spring Harbor Laboratory is a world-renowned research and education institution recognized internationally for its excellence in fundamental areas, such as cancer, neuroscience, plant biology, genomics, and quantitative biology. The Laboratory has long been recognized as a place for nurturing young scientists, with post-doctoral researchers being an integral part of the discovery process. The Laboratory offers a warm, collegial, and collaborative work environment in a beautiful location about one hour from New York City.

You are required to be fully vaccinated for COVID-19 as a condition to your employment at the Laboratory. You will be required to provide proof of your vaccination on your first day of employment. For those individuals, who are unable to receive a vaccine due to access issues, they will be expected to receive the vaccine upon arrival in New York.

CSHL is an EO/AA Employer. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability or protected veteran status. VEVRAA Federal Contractor

Job Type: Full-time

Schedule:

• 8 hour shift

Work Location: In person

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