Reports to: Lindsey Heilmann, Conference Coordinator

FLSA Status: Non-Exempt

Prepared by: Human Resources

Prepared Date: August 1, 2006

Position Held By: Corrie Fischer

SUMMARY

Provides administrative assistance to the Conference Coordinator for day to day duties and especially on-site needs. Must be very organized and detail oriented.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Preplanning

Arrange all DJs or late night music options
Arrange and advertise on website, tour buses for meeting sites based on budget
Re-verify arrangements for tours and buses, once workshops have been confirmed
Arrange lift ticket discounts and post on web site
Prepares onsite binders
Assists in the preparation of hotel contracts
Compile documents to be included in onsite boxes, i.e. registration forms, expense reports,
In the office, assist on site in answering questions, checking on attendee status etc.

Meeting Season

Prepare all onsite boxes with name badges, participant lists, etc.
Ship and confirm delivery of onsite boxes
Ship and insure arrival of all pads, books and bags
Transportation of boxes from storage unit to office
Coordinate the movement of LCD’s/laptops/lazar pointers; recheck and reconfirms LCD’s based on workshops also
Re check LCD’s upon return
Proof all lodging lists for speakers and participants
Send e-mail reminders regarding lodging as need
Review and update information regarding sites on our website
Spot check hotel rates for value against group rates
Coordinates LCD and other Audio Visual Equipment Maintenance, repair and troubleshooting
Prepares Log books

Post season

Compile hotel evaluation comments and communicate to resorts throughout the season.

Position is seasonal from September to May, 40/hrs a week. Prefer daily work hours, flexible start time but must be able to work until 4:30 or 5 p.m. daily, depending on meeting box schedule.

TRAVEL

This position has limited travel locally

QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

Associate's degree (A. A.) or equivalent from two-year college or technical school; or six months to one year related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to climb or balance. The employee must frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.