Events Manager (0.5 FTE)

Job Description

The Department of Biostatistics has an outstanding opportunity for a 0.5 FTE Events Manager (Program Operations Specialist) to join their team.

About this Opportunity

Reporting to the Senior Research Scientist, the Events Manager has primary responsibility for planning the logistics and delivery of In-Person Meetings (IPMs) for the Genetic Analysis Center (GAC) team projects. The Events Manager is part of the GAC program operations team, and as such is a key team member to ensure the successful and smooth operation of the GAC coordinating centers (CC).

This position requires the ability to travel domestically to in-person meetings, to represent the GAC Coordinating Center to all consortium members and NIH staff, and to serve as the main GAC contact for vendors at these meetings.

The salary information provided below is for a full-time position and will be prorated for this part-time, 50% FTE opportunity.

Key Responsibilities

60% – Meeting & Event Management

• Envision, plan, and manage the IPM logistics, exercising independent judgment and decision making as the coordinating center internal expert to design, develop, and deliver successful events for national and international consortia gatherings.

• Lead the planning and execution of all aspects of meeting logistics, including scheduling, room setup, registration, catering, and attendee experience.

• Serve as the primary on-site coordinator during meetings by overseeing setup and system testing, managing registration and daily logistics, coordinating vendors, and handling post-event breakdown and shipping.

• Independently address unexpected issues and changing priorities with professionalism and creative problem solving to ensure smooth event delivery and a high-quality experience for all attendees.

15% – Communications

• Oversee meeting communications by developing, tracking, and responding to email and website inquiries from consortium members, NIH representatives, vendors, and other stakeholders.

• Serve as the GAC lead to plan and communicate logistical details, meeting updates, and event information to ensure participants are informed and prepared.

10% – Vendor & Technology Coordination

• Manage relationships with meeting vendors and contractors, including venues, lodging, catering, A/V providers, poster session support, security, and other event service providers.

• Coordinate hybrid meeting technologies and work closely with A/V vendors to ensure all technical and virtual participation requirements are successfully implemented.

• Serve as the primary liaison for vendors before and during meetings to ensure services are delivered on time, issues are resolved quickly, and contractual expectations are met.

10% – Budgeting, Reporting & Documentation Management

• Independently manage and track meeting expenses against approved budgets and provide regular updates, documentation, and reporting to the project manager and Principal Investigator (PI).

• Develop and administer post-meeting evaluations and reporting processes to measure event success, gather participant feedback, and identify opportunities for improvement.

• Maintain and update event planning documentation, templates, and standard operating procedures while staying informed on evolving federal, state, and local requirements that may impact meeting operations.

5% – Program Operations Support

• Provide operational support to the broader Program Operations, including managing shared communications, triaging and responding to member requests, and supporting virtual meeting setup and hosting through platforms such as Zoom.

Required Qualifications

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Minimum Qualifications

Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Department

• Bachelor’s degree in Communications, Science, or other scientific or communications/business field, or equivalent experience.

• 2 years’ experience in project management, events management, hospitality, or a related field.

Additional Qualifications

• Demonstrated ability to learn and master new software tools/technologies quickly.