Meetings and Programs Coordinator

EOE Statement As an Equal Opportunity / Affirmative Action Employer, HANYS actively seeks candidates who are female, minority, disabled and/or veterans and will not discriminate in its employment practices due to an applicant's race; color; creed; religion; sex (including pregnancy, childbirth or related medical conditions); sexual orientation; gender identity or expression; transgender status; age; national origin; marital status; citizenship; disability; criminal record; genetic information; predisposition or carrier status; status with respect to receiving public assistance; domestic violence victim status; status as a protected veteran; or any other characteristics protected under applicable law. HANYS will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. Position Meetings and Programs Coordinator Division Healthcare Association of New York State Description The Healthcare Association of New York State (HANYS) is seeking a Meetings and Programs Coordinator for its Healthcare Educational and Research Fund (HERF) team. Reporting into the Vice President, HERF this position will be responsible for supporting the coordination of educational programs, meetings, and events for HANYS and its subsidiaries including assistance with the registration process and meeting and logistics planning. This position will also serve as liaison between and among HERF, other division(s), and external stakeholders as well as the responsible for the overall administrative support for the Healthcare Educational and Research Fund (HERF) division. This is a hybrid position based in Rensselaer, NY and applicants must live within a commutable distance from our office . The hourly rate for this position between $25/hr. and $27/hr. Payrate offered will be based on the successful candidate's relevant experience, knowledge, skills, and abilities and in consideration of internal equity. Key responsibilities include but are not limited to: Coordinate logistics, for approximately 90 small in-person or virtual meetings and events per year, including confirming dates, delivery method, creation of meeting registration, live support and post event processes. Manage, approximately 20 special meetings and events for internal and external attendees, per year, including web conference support, booking conference rooms, researching vendors, arranging special equipment rental, arranging transportation and ordering food and beverage. Collaborate with VP, Director and Manager on attendee communication drafting, sponsor benefit tracking, material and evaluation creation and distribution as needed. Support registrants during the registration process including account creation and password reset assistance, as needed. Maintain post event engagement data for all department supported meetings and events, ensuring accuracy of registrant information and participation to support member engagement scoring. Develop reports required to support events including, but limited to, registration queries, sign in sheets and name badges. Coordinate with Meeting and Program Manager, Director and Vice President on continuing education related activities including application development, submission, renewal, tracking and reporting. Monitor survey creation requests, develop surveys per requirements submitted, provide links to necessary stakeholders and provide reports and tracking as needed. Manage registration desk for in-person events. Provide ancillary support for HANYS' publications library; monitors and evaluates publication usage, makes recommendations for efficiencies and ensures renewals are processed as needed. Assist Meetings and Programs/ Executive Assistant with contract processing, event payment reconciliation, vendor payment processing and webinar support as required. Ensures organizational requirements are met. Qualifications: Associate's Degree in related field or 2 years equivalent experience in registration and/ or meeting planning; membership organization experience plus. An equivalent combination of education and experience sufficient to perform the job duties satisfactorily may be substituted. Exceptional customer service, communication and organizational skills, high degree of professionalism, poise, tact and attention to detail. Excellent written and verbal communication skills. Ability to prioritize and handle multiple tasks in an organized and efficient manner. Ability to maintain confidentiality, work independently or as part of a team. Experience with web conferencing, a web-based registration system, learning management systems and/or an association management/ database system. Experience with project management software preferred. Comfortable utilizing/ learning a variety of technology tools. Proficiency in Microsoft Office (Outlook, Word, PowerPoint, Excel) Limited overnight travel is required. Position Requirements About the Organization HANYS is the only statewide hospital and continuing care association in New York. We are located near Albany and represent 500 not-for-profit and public hospitals, nursing homes, and other healthcare organizations. Our members are not only the largest providers of inpatient and outpatient care, and essential providers of primary care, they are among the largest employers in many communities. We harness the power of a unified statewide membership and collaborate with regional, state, and national associations. HANYS advocates before Congress, the Governor's office, the State Legislature, and state and federal agencies. We also provide education, data analytics, quality improvement initiatives, and operational assistance to help our members navigate the complexities of healthcare reform, and achieve the 'Triple Aim' of better care, better health, and lower costs. This position is currently accepting applications.

Created: 2024-10-19