The Accrediting Bureau of Health Education Schools (ABHES) seeks an individual for the Operations and Events Specialist position. The position will report to the Manager of Operations. The position is located in North Bethesda, Maryland, with the option to telework at least one day per week. Although ABHES might consider a remote position for applicants outside of the commuting area, preference will be given to local candidates. The primary functions for this position is the planning and execution of all organizational events, including the annual conference, and to provide operational support with a primary focus on the processing of reimbursement submissions in accordance with organizational policies. 

ABHES offers a competitive compensation package commensurate with experience with a base salary and a discretionary bonus opportunity. ABHES offers a team-based atmosphere where continued growth and professional development are valued. We offer a generous benefits package that includes a 35-hour workweek, paid time off, 100% company-paid medical/dental/vision benefits for the employee, 6% company-match retirement contribution, tuition reimbursement, and more.

RESPONSIBILITIES 

Annual Conference and Events

• Assist in the site selection process in partnership with third party contractor, and the Manager of Operations.
• Serve as staff liaison to the Annual Conference Committee and Exhibitor Taskforce.
• Facilitate and manage abstract submissions, reviews, and speaker communications.
• Execute the programming of the registration system (Cvent), app content, and event website.
• Develop and implement a project plan that includes marketing strategies to promote and maximize attendance.
• Lead pre-event coordination meetings and assist in the definition and creation of event goals with the operations team.
• Manage all aspects of the program once confirmed by the Annual Conference Committee and senior leadership.
• Communicate internally to support and coordinate all services and planning activities.
• Secure and manage sponsors and exhibitors, working with each to establish long-lasting relationships.
• Confirm and manage F&B, AV, and other conference-related logistics in accordance with established budgets.
• Serve as the primary contact for hotel and other vendors, as appropriate.
• Responsible for all pre-and post-conference communications, reports, and surveys.
• Keep up with the latest event trends and technologies.
• Set up virtual and in-person workshops in CVENT.
• Secure meeting space for in-person workshops and serve as the primary point person for all meeting space logistics. 
• Manage registration.
• Serve as back up for tracking attendance for workshop compliance, send reminder & non-compliance notices as needed. 
• Responsible for post-workshop activities, including sending a post-event survey and certificates of completion.
• Oversee catering menus for all conference meals and receptions. 
• Serve as point of contact for all events, workshops, and meetings. 

General Operations Support

• Review and approve all Certify expense reimbursement reports for processing. Also serve as Help Desk by responding to questions and providing user training, as needed. 
• Co-manage the Accounting email account responding accordingly within 24 hours.
• Responsible for submitting backup documentation as needed for events reporting. 
• Track and send notifications of any needed refunds and or revised invoices.
• Timely troubleshoot issues with vendor invoices and correspond with appropriate party to figure out solution. 
• Collaborate with Junior Staff Accountant with projects as needed. 
• Maintain the ABHES website.
• Creates marketing materials for mass distribution and assists with the annual Newsletter. 
• Provide training and support to staff and ABHES volunteers on how to submit expense reports successfully.
• Prepare the expense report tracking system for upcoming site visit cycles (approx. 200 visits per year).

• This position requires Travel up to 10%.   
• Minimum 3 years of event planning experience with a strong understanding of CV and event production, a plus.
• Experience using CVENT or another event management software system.
• Bachelor’s degree from an accredited post-secondary institution in marketing preferred.
• Must be proficient in Microsoft Office and Zoom.
• Experience using Certify or another expense management system is a plus.

ATTRIBUTES

• ADAPTABILITY AND FLEXIBILITY. You have a positive “can-do” attitude, can self-motivate and multi-task while working on various projects, and look for new ways to continuously improve processes. You plan and prioritize tasks and pay attention to meeting deadlines. You make suggestions to increase effectiveness.
• ATTENTION TO DETAIL. You have the ability to efficiently allocate your cognitive resources to achieve thoroughness and accuracy when accomplishing tasks, no matter how small or large.
• DEPENDABILITY AND A STRONG WORK ETHIC. You are a reliable employee who demonstrates responsibility and consistency in your job performance.
• EFFECTIVE COMMUNICATOR. You provide excellent customer service and demonstrate strong writing, editing, and presentation skills. You have the ability to treat all information obtained through your workplace as confidential.
• TEAMWORK. You are able to participate in a team-oriented environment. You communicate well, actively listen, and are responsible and respectful with stakeholders who have varying levels of roles and responsibility. 
• PROFESSIONALISM. Display professionalism when representing yourself and employer.
• RELATIONSHIP BUILDER. You are comfortable working with stakeholders who have varying levels of roles and responsibilities. You utilize your soft skills to connect with others and form positive working relationships.

APPLICATION PROCESS

ABHES will move quickly to fill the position. Qualified applicants must submit a cover letter, resume, and contact information for at least three references, one of which must be from a current or former supervisor, in one combined PDF. Applications will be reviewed, and interviews conducted on a rolling basis until the position is filled.

Salary commensurate with experience. All applicants are subject to a background check and must commit to the protection of employee privacy and corporate proprietary in the handling of confidential information. Employees are expected to attest and adhere to professional ethics and the ABHES Code of Conduct. 

                                                                                                  www.abhes.org

The mission of the Accrediting Bureau of Health Education Schools (ABHES) is to serve as a nationally recognized accrediting agency of institutions predominantly providing health education and programmatic accreditation in specific health education disciplines. ABHES is incorporated as a 501(c)(3) entity in the state of Virginia and is recognized by the United States Department of Education to accredit private and proprietary postsecondary health education schools and specific specialized programs on a programmatic level.

ABHES is an equal opportunity employer and provides equal employment and advancement opportunities to all qualified candidates regardless of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), parental status, national origin, age, disability, family medical history or genetic information, political affiliation, military service, or any other characteristics protected by federal, state, or local laws.