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International Society for Magnetic Resonance in Medicine (ISMRM)

Meetings &amp; Exhibits CoordinatorThe Organization:The ISMRM is an international, interdisciplinary group united by a common interest in the science, technology, and application of magnetic resonance in medicine and related fields. It represents basic and clinical scientists developing new magnetic resonance techniques and applications, clinicians with a strong interest in magnetic resonance science and application, serves its membership directly as well as practitioners and their patients, regulatory and governmental agencies, and industry. Its multidisciplinary membership of over 8,000 consists of clinicians, physicists, engineers, biochemists, and technologists. In addition to its large scientific meetings, the Society holds workshops, both virtual and in person, and publishes two journals, Magnetic Resonance in Medicine and the Journal of Magnetic Resonance Imaging. It also sponsors study groups on specific areas of scientific interest and chapters based on geographical location. A subsidiary, the International Society for MR Radiographers &amp; Technologists (ISMRT), a section of the ISMRM, was founded to provide a forum for education, information, and research in the field of magnetic resonance with the primary objective of advancing the education and training for MRI/S technologists worldwide.Based in Concord, California, USA, incorporated as a 501(c) (3) nonprofit society, the ISMRM and its subsidiary are governed by a 25-member Board of Trustees. The ISMRM website address is http://www.ismrm.org.Position SummaryThe ISMRM Meetings &amp; Exhibits Coordinator provides administrative and logistical support to the Director of Meetings in planning and delivering ISMRM events, including the Annual Meeting, technical exhibition, global workshops, trade show booths, committee meetings, and Board meetings.This position works closely with staff, members, exhibitors, vendors, and event partners to maintain accurate records, coordinate event details, prepare materials, and support successful event execution.Essential ResponsibilitiesResponsibilities include, but are not limited to:Event Logistics<ul><li>Assist with researching venues and gathering information related to meeting space, catering, audiovisual services, poster displays, freight, and other event needs.</li><li>Maintain event timelines, checklists, room-set information, vendor details, and supporting documentation.</li><li>Assist with coordinating workshops and Annual Meeting activities.</li><li>Compile and proofread meeting information for brochures, websites, schedules, and other publications.</li><li>Confirm logistical details with venues and approved vendors under the direction of the Director of Meetings.</li></ul>On-Site Reference Materials<ul><li>Gather information from ISMRM departments to prepare and maintain the on-site master reference guide used by staff at registration, membership, and information booths.</li><li>Help ensure event information, schedules, contacts, and procedures are accurate and current.</li></ul>Shipping and Inventory<ul><li>Assist with packing, labeling, and tracking registration materials, signs, supplies, and other items shipped to ISMRM events.</li><li>Maintain shipping records and inventory logs.</li><li>Assist with preparing shipping documentation and coordinating delivery and customs clearance with approved freight vendors.</li><li>Notify the appropriate staff when supplies or materials need to be reordered.</li></ul>Annual Meeting Program Committee Meeting<ul><li>Assist the Director of Meetings with coordinating accommodations, catering, room sets, audiovisual needs, and meeting materials for the Annual Meeting Program Committee construction meeting.</li><li>Maintain attendee and accommodation records and confirm logistical details with the venue.</li></ul>Workshop Housing<ul><li>Work with the Director of Meetings and Registrar to maintain workshop housing lists.</li><li>Submit rooming information to hotels or venues and review reservation details for accuracy.</li><li>Communicate special requests and reservation changes to the appropriate hotel or venue contact.</li><li>Assist with resolving routine housing questions and refer complex issues to the Director of Meetings.</li></ul>Exhibitor Coordination<ul><li>Provide administrative and logistical support for Annual Meeting exhibitors.</li><li>Maintain exhibitor contact lists, application records, contracts, service forms, payment status, and participation details.</li><li>Respond to routine exhibitor questions and direct exhibitors to the appropriate vendor, contractor, or staff member when needed.</li><li>Assist with exhibitor registration, badges, vouchers, mailings, and meeting-space requests.</li><li>Update exhibitor information in databases, spreadsheets, files, and the ISMRM website.</li><li>Assist the Director of Meetings and event contractors with reviewing preliminary and final exhibit floor plans.</li><li>Provide exhibitor information to approved vendors and suppliers.</li><li>Work with the Finance Department to prepare invoices, record payments, and follow up on outstanding balances as directed.</li><li>Refer contract changes, financial negotiations, placement decisions, and policy exceptions to the Director of Meetings.</li></ul>Industry Trade Shows<ul><li>Assist with coordinating ISMRM&rsquo;s participation in industry trade shows such as RSNA.</li><li>Complete exhibitor applications and service-order forms.</li><li>Coordinate booth materials, freight, staff travel, accommodations, and show-service orders.</li><li>Maintain records of deadlines, confirmations, expenses, and vendor contacts.</li><li>Obtain approval from the Director of Meetings before making financial commitments or changing event arrangements.</li></ul>Administrative Support<ul><li>Schedule meetings, maintain files, prepare correspondence, update databases, and assist with meeting-related projects.</li><li>Provide on-site support during ISMRM meetings and events.</li><li>Perform other related duties as assigned by the Director of Meetings or supervisory staff.</li></ul>Qualifications<ul><li>Two years of college or an equivalent combination of education and relevant experience.</li><li>Three or more years of administrative, office, customer service, hospitality, association, or event-support experience.</li><li>Previous meetings, conference, hotel, or trade show experiences are preferred but not required.</li><li>Proficiency with Microsoft Word, Excel, Outlook, Google Workspace, and database or event-management systems.</li><li>Strong organizational skills and attention to detail.</li><li>Ability to prioritize assignments, meet deadlines, and manage multiple tasks.</li><li>Excellent written and verbal communication, spelling, grammar, and proofreading skills.</li><li>Strong customer service and interpersonal skills.</li><li>Ability to work effectively with members, exhibitors, vendors, and colleagues from different countries and cultural backgrounds.</li><li>Ability to communicate patiently and clearly with individuals who may have limited English proficiency.</li><li>Ability to follow established procedures and recognize when an issue should be referred to a supervisor.</li><li>Ability to remain calm, flexible, and solution-oriented when schedules or event needs change.</li><li>Ability to work independently on assigned tasks while also contributing as part of a team.</li><li>Ability to travel domestically and internationally.</li><li>Ability to transport and position boxes weighing up to 40 pounds between storage areas, event spaces, and shelving.</li><li>Availability to work occasional evenings and weekends during meetings, travel, and peak event periods.</li></ul>Work Location: ISMRM office in Concord, CA (not a remote position)Compensation: This is an exempt position with pay commensurate with experience. The ISMRM offers a generous benefits package, including medical, vision, dental and 403b retirement (tax sheltered annuity).PLEASE SUBMIT RESUME AND COVER LETTER OUTLINING YOUR EVENT OR ADMINISTRATIVE EXPERIENCE.Job Type: Full-timePay: $25.00 - $28.00 per hourBenefits:<ul><li>401(k)</li><li>Dental insurance</li><li>Health insurance</li><li>Paid time off</li><li>Vision insurance</li></ul>Education:<ul><li>Associate (Required)</li></ul>Experience:<ul><li>Microsoft Excel: 3 years (Required)</li><li>Microsoft Word: 3 years (Required)</li></ul>License/Certification:<ul><li>CMP (Preferred)</li></ul>Work Location: In person

Meetings & Exhibits Coordinator

Meetings CoordinatorThe Organization:The ISMRM is an international, interdisciplinary group united by a common interest in the science, technology, and application of magnetic resonance in medicine and related fields. It represents basic and clinical scientists developing new magnetic resonance techniques and applications, clinicians with a strong interest in magnetic resonance science and application, serves its membership directly as well as practitioners and their patients, regulatory and governmental agencies, and industry. Its multidisciplinary membership of over 8,000 consists of clinicians, physicists, engineers, biochemists, and technologists. In addition to its large scientific meetings, the Society holds workshops, both virtual and in person, and publishes two journals, Magnetic Resonance in Medicine and the Journal of Magnetic Resonance Imaging. It also sponsors study groups on specific areas of scientific interest and chapters based on geographical location. A subsidiary, the International Society for MR Radiographers &amp; Technologists (ISMRT), a section of the ISMRM, was founded to provide a forum for education, information, and research in the field of magnetic resonance with the primary objective of advancing the education and training for MRI/S technologists worldwide.Based in Concord, California, USA, incorporated as a 501(c) (3) nonprofit society, the ISMRM and its subsidiary are governed by a 25-member Board of Trustees. The ISMRM website address is http://www.ismrm.org.Position Description:The ISMRM Meetings Coordinator assists the Director of Meetings in coordinating ISMRM events such as annual meetings, technical exhibitions, trade show booths, workshops, and Board meetings.Specific responsibilities include, but are not limited to:<ul><li>Event Logistics: Provide assistance in venue research, set-up details including, but not limited to, catering, AV, technical and poster exhibition, freight management, and setup of committee meetings for our Annual Meetings and global workshops. Also, assist in compilation of information for brochure and web publication.</li><li>Meeting FAQs: Gather cross-departmental information to create the essential on-site master reference guide used at our registration and membership booths.</li><li>Global Shipping &amp; Inventory: Coordinate, pack, and log registration materials and supplies for all workshops and annual meetings; maintain shipping logs and navigate customs requirements with our advanced freight vendors.</li><li>AMPC: Under the supervision of the Director of Meetings, arranges accommodations, catering, room set, and audio-visual for Annual Meeting Program Committee (AMPC) construction meeting in January.</li><li>Housing: Under the supervision of the Director of Meetings, work with Registrar to manage housing for workshops (including creation and maintenance of housing list) and coordinate with venue to ensure accuracy of reservations and addressing of special requests.</li><li>Exhibitor Management: Under supervision of the Director of Meetings, manage exhibitor participation&mdash;research potential exhibitors, prepare prospectus mailing list, create and collect service forms, register exhibitors and mail badges, create and mail vouchers, create spreadsheet and maintain database, coordinate schedule and placement of ancillary meetings, create and maintain paper files, process exhibitor contracts and payments, work with Director of Meetings and contractors to draw preliminary and final floorplans, correspond with exhibitors and redirect questions to vendors/suppliers, create and maintain exhibitor representative contact list for vendors, work with the IT department to keep website up-to-date with Exhibition information. Work with the accounting department to invoice and collect payments from exhibitors.</li><li>Industry Representation: Under supervision of the Director of Meetings, coordinate ISMRM&rsquo;s presence at major industry trade shows (RSNA, ECR, etc.) including paying exhibit fees, exhibit floor placement, if necessary, ordering show services, freight management, accommodation and flights for staff, and payment of all services.</li><li>Meetings Inventory: Maintain log of all meetings inventory for workshops and the annual meeting and notify appropriate departments when items need to be replenished.</li><li>Administrative Duties: Perform miscellaneous duties as assigned by Director of Meetings and supervisory staff.</li></ul>Qualifications:<ul><li>Two years&rsquo; college or equivalent experience;</li><li>3+ years administrative/office experience;</li><li>Trade show experience preferred but not required;</li><li>Computer proficiency (Word, Excel, Access, and other database management systems);</li><li>Excellent oral and written communication, spelling, grammar, and proofreading skills;</li><li>Excellent ability to organize, prioritize, and handle multiple tasks at once;</li><li>Customer service-oriented and strong interpersonal skills;</li><li>Ability to work in an international setting with people with limited English proficiency and different cultural orientations;</li><li>Must be able to travel internationally or domestically;</li><li>Must be able to transport and position 40-lb. boxes between the stockroom and the shelves.</li><li>Ability to work and develop working relationships with members and co-workers&mdash;a proven team player;</li><li>Ability to calmly pivot and adapt in order to accomplish the task at hand and handle potential crises with a cool head.</li></ul>Work Location: ISMRM office in Concord, CA (not a remote position)Compensation: This is an exempt position with pay commensurate with experience. The ISMRM offers a generous benefits package, including medical, vision, dental and 403b retirement (tax sheltered annuity).PLEASE SUBMIT RESUME AND COVER LETTER OUTLINING YOUR EVENT OR ADMINISTRATIVE EXPERIENCE.Job Type: Full-timePay: $25.00 - $28.00 per hourBenefits:<ul><li>401(k)</li><li>Dental insurance</li><li>Health insurance</li><li>Paid time off</li><li>Vision insurance</li></ul>Education:<ul><li>Associate (Required)</li></ul>Experience:<ul><li>Microsoft Excel: 3 years (Required)</li><li>Microsoft Word: 3 years (Required)</li></ul>License/Certification:<ul><li>CMP (Preferred)</li></ul>Work Location: In person

Meetings Coordinator

Join International Society for Magnetic Resonance in Medicine (ISMRM) and explore 2   exciting career opportunities. They're hiring for various roles with options for remote or on-site work. Apply today and become part of their innovative team.

International Society for Magnetic Resonance in Medicine (ISMRM)

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Meetings & Exhibits Coordinator

Meetings Coordinator