Assoc. Director, Conference Tech & Infrastruc

This role is subject to a flexible hybrid work arrangement requiring a minimum of 1-2 pre-determined days per week in our mid-town office.

SUMMARY

The Associate Director, Conference Technology & Infrastructure in the Center for Education oversees technology and infrastructure for CRF conferences and events. Reporting to the Director, Meetings, this role collaborates with internal stakeholders and AV vendors (national and international) to make necessary recommendations and ensure seamless execution.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Strategic Planning: Develop and implement a strategic vision for conference technology and infrastructure that aligns with the overall goals and objectives of the organization, in coordination with our AV vendors. Conduct reviews and adjusts the strategic plan based on feedback and technological advancements.

Audiovisual Systems Management: Work closely with our AV vendor to design flexible and scalable solutions implementing audiovisual systems, including sound systems, projectors, screens, lighting, and other equipment, to meet the specific needs of each conference or event.

Infrastructure Management: Oversee and evaluate the setup and maintenance of infrastructure elements such as networking, power distribution, and venue layout to support the technology requirements of conferences, in coordination with our AV vendor. Work with labor unions and other organizations to secure the required personnel and comply with labor agreements and regulations.

Financial Management: Collaborate closely with the Director, Meetings, logistics team and internal teams to forecast AV and technology expenses and revenue accurately, actively manage expenditures, evaluate quotes and estimates, identify opportunities for cost savings, ensure all budgets are always up to date, maintain accurate records, and promptly update financial information as needed.

Vendor Management and Contract Negotiation: Collaborate with the Director, Meetings and Director of Meetings and Operations to manage the process of RFPs (Request for Proposal) for AV vendor selection, establishing and maintaining relationships with third-party vendors, and negotiating contracts to ensure optimal terms and services.

Innovation and Trends: Stay abreast of emerging technologies and industry trends to propose and implement innovative solutions that enhance conference experiences and efficiencies.

Documentation and Standardization: Establish and maintain event technology documentation, encompassing standard operating procedures (SOPs), templates, and best practices, to ensure consistent and efficient management and execution of CRF conference technology.

Risk Management: Identify potential technology risks and develop mitigation strategies to ensure uninterrupted conference operations.

Additional Responsibilities: Additional duties as assigned.

QUALIFICATIONS

• Bachelor's degree in computer science, Information Technology, Electrical Engineering, or related field.
• 10+ years of experience in a similar role, with a proven track record of success in managing conference technology and infrastructure, preferably in medical meetings, with at least three years as a director or equivalent role within a medical education company, non-profit organization, or association.
• Strong technical expertise in audiovisual systems, operations, networking, and infrastructure design.
• Excellent leadership and team management skills, with the ability to motivate and inspire a team to achieve results, while fostering collaboration with external partners such as AV vendors.
• Exceptional problem-solving abilities and attention to detail, with a focus on delivering high-quality service and support in partnership with our AV vendor.
• Demonstrated ability to apply out-of-the-box creative thinking to solve complex technical and logistical challenges, foster innovative solutions, and envision impactful changes within conference technology operations.
• Excellent communication and interpersonal skills, with the ability to effectively collaborate with internal stakeholders, external vendors, and event organizers to ensure seamless coordination and delivery of conference services.
• Strong project management skills, adept at handling multiple priorities and deadlines.
• Proficient in Microsoft Outlook, Excel, Word, and PowerPoint.
• Strong focus on flexibility, multitasking, attention to detail, organizational skills, follow-up, and decision-making. Must be able to prioritize effectively.
• Excellent communication and writing skills, with the ability to interact effectively with staff, management, physicians, senior managers, vendors, industry professionals, and event attendees. Able to communicate verbally and in writing with clarity and professionalism.
• Willingness to travel domestically and internationally as required.
• Exceptional interpersonal skills demonstrated the ability to collaborate and build relationships across departments and with external partners.
• Proficient in budget management and financial analysis.

BENEFITS

• Choice of health plans include medical, Dental, and vision coverage
• Company-paid short-term and long-term disability and life insurance
• Health and dependent care flexible spending accounts
• Pre-tax travel expenses through TransitChek program
• 401(k) plan
• Generous paid time off (PTO)
• Ten paid holidays each year

COMPENSATION

The hiring range for this position is $115,000 - $140,000 per year. The annual salary that will ultimately be offered to the successful candidate will depend on job-related knowledge, education, skills, and experience.

CONTACT INFORMATION

To be considered for this opportunity, please submit your resume.

Be sure and visit our web site to learn more about how we strive to enhance and save patient lives every day www.crf.org

CRF is an equal opportunity employer.

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