Technical Support Officer, Conference management - Casual

Conference Management ASTMH

Manage the final list of attendees with accepted abstracts approved to attend

Ensure Jhpiego participants are registered for the conference

Ensure attendees have visas, booked flights, and hotel reservations

Support the set-up of Jhpiego conference presence on website

Develop the conference attendees’ booklet

Maintain an up-to-date tracker for all abstracts accepted for oral and poster presentations

Coordinate the reviews, development, and finalization of all presentations and posters

Develop a detailed presence plan with dates, times, and locations for all Jhpiego oral presentations and posters

Ensure that posters are printed and delivered to the conference site on time

Develop and execute a communication plan for the conference

Coordinate with GECO on the development and posting of short messages on LinkedIn, Twitter, and other platforms

Provide real-time updates of Jhpiego activities at the conference, e.g., presentation dates, times, and locations

Responsible for coordinating meetings with donors and partners

Develop the final conference report

Conference Management MIM

Manage internal call for abstracts, abstract review process and support the submission of abstracts to the conference

Review the conference website for news and updates

Develop and manage a Teams site for the MIM conference

Develop conference presence plan, to include all activities including booth, side meetings and Jhpiego staff events.

Develop and maintain a tracker in excel for abstract details and review process

Develop the detailed attendance plan with dates, times, and locations for all Jhpiego oral presentations and posters

Additional ID meetings/conference management

With conference technical lead, drafts conference presence plan, including participation goals and objectives, cross-departmental coordination requirements and participants

Works closely with conference technical leads to ensure activities planned are in accordance with Jhpiego’s conference participation guidelines and proactively addresses any challenges.

Manages relationships across technical teams, country offices and departments within Jhpiego to implement presence plan and assures timelines and budgets are adhered to

Manages budget for conference, tracks expenses and ensures costs do not exceed budget. Flags budget or spending concerns and addresses as appropriate.

Develops and manages processes for tracking, reviewing and finalizing abstracts conference participants, including communicating goals and objectives to staff, developing and managing timelines for internal abstract submission, following up and communicating with staff regarding their abstract, and editing abstracts to clearly convey results and impact.

Supports development of impactful presentations and posters, including coordinating with country staff, GECO and technical experts and ensuring proper branding

Coordinates with GECO staff regarding the planning, set up and staffing for Jhpiego booth at events. Coordinates logistical aspects of side events, coordinating with venue, securing space, organizing speaker line up, and managing required contracts.

Manages logistics, identifies and nurtures vendor relationships

Communicates with GPO and in-county staff to manage participation from country offices, field offices

Manages and tracks participant travel arrangements, coordinates visa processes, drafts invite letters

Works with SPC or STC to puts in place contracts, orders and ships supplies, processes registration feeds, hotel payments, etc. Serves as back up as needed.

Bachelor Degree with 3 years’ relevant working experience.

Demonstrated experience in managing conference preparation and presence in support of global health or development programs.

Experience developing communications products such as success stories, newsletters, infographics, briefs, and presentations.

Strong writing, editing, and organizational skills; ability to translate technical program information into clear, accessible content.

Ability to work across multiple country teams and manage competing priorities and short deadlines.

Understanding of branding and marking requirements for donor-funded projects is an advantage.

Experience using MS Office 365 suite (e.g., PowerPoint, Excel, SharePoint, Teams) and tools like JIRA

Excellent oral and written command of English

The hourly rate range for this role is expected to be: $32.35 - $39.88

The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines: JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job. **Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate’s conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion .

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law

Learn more: https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

Accommodation Information

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the Talent Acquisition Office at [email protected] . For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu .

RECRUITMENT SCAMS & FRAUD WARNING

Jhpiego has become aware of scams involving false job offers. Please be advised:

Recruiters will never ask for a fee during any stage of the recruitment process.

All active jobs are advertised directly on our careers page.

Official Jhpiego emails will always arrive from a @Jhpiego.org email address.

Please report any suspicious communications to [email protected]

#LI-TT1