Conferences & Administrative Services IHP Coordinator
Title: IHP Coordinator, Conferences & Administrative Services
Exempt Status: Non-Exempt
Nature and Scope of Work
Under the direction of the Institute for Health Professionals Director, coordinates the delivery & logistics of healthcare conferences. Performs payroll, purchasing, registration, client billing, and contract administration for the IHP department. Work is performed independently with incumbent responding to varied situations requiring the ability to make sound decisions based on knowledge and experience on issues not clearly defined by current policies and procedures. Interactions occur with a variety of people within PCC, the general public, and outside customers such as health agencies, hospitals, conference clients, speakers, exhibitors, and registrants.
- Coordinates conference administration. This entails pre-conference work-up, on-site oversight of conference functions and post-conference follow-up. Responsible for conference functions and logistics such as registration (participants, exhibitors, sponsors), facilities, speaker and exhibitor needs, and troubleshooting throughout the days of the conferences. Develops conference brochures and distributes to target markets. Monitors conference income received and expenses paid. Prepares conference financial statements.
- Attends and participates in conference planning committee meetings with the customer, as scheduled.
- Works jointly with an academic professional to insure that curriculum and instructor qualifications are approved through both the college and outside agencies.
- Interprets and implements policies, procedures and regulations from various PCC departments, including Student Records, Accounts Payable and Receivable, Business Office, Payroll, Human Resources, Registration etc.
- Effectively operates all modules of the college database system, including inputting, extracting and presenting data in a useful format to make effective decisions. Defines and runs a variety of reports as requested.
- Recommends departmental procedures and systems to facilitate budgeting, payroll, purchasing, registration, and client billing processes. Analyzes and resolves various office operational problems.
- Provides leadership to support staff on specific projects related to the coordination of conferences.
- Generates all IHP invoicing, including conference contracts, course contracts, and other miscellaneous expenditures. Reconciles payments received.
- Ensures all IHP invoices and other accounts payable requirements are processed in a timely manner and are accurate. Works collaboratively with 1900 Fund Accounting to develop and continually update invoice processing. Monitors IHP Budget.
- Inputs all course aspects of class schedule information into data base system. Creates and verifies all information prior to PCC schedule and IHP brochure print deadlines.
- Processes timesheets and staff payroll. Ensures all employee records, including timesheets, with multiple positions (instructors, casual, staff and staff) and multiple pay rates are accurate. Processes payroll authorizations for part-time faculty, staff, casual and administrative staff.
- Reconciles all expenditures and revenue transactions for the IHP department and co-sponsorships/contracts. Verify information against college database. Process the transfer of monies as required to keep accounts balanced.
- Performs other related duties as assigned.
Work is generally performed in an office environment. Frequent work interruption or change in work flow is frequent. Occasional evening and weekend commitments and off-site meetings will affect the work schedule. Exposure to video display terminals occurs on a regular basis.
Occasional lifting, guiding or carrying of materials or equipment is required. Sitting for extended periods of time while working at a computer terminal.
High School diploma or equivalent. Associate’s degree or two years of college level course work in business, accounting, communications or related field. Experience performing the duties described above may substitute for the degree or college-level course work requirement on a year-for year basis. Two years experience in a business office environment including exposure to budget management and public relations.
Demonstrated experience with conference administration and office accounting functions. Ability to work on multiple projects concurrently. Ability to effectively communicate in oral and written form. Strong analytical and problem solving skills. Demonstrated experience with budget preparation and implementation. Excellent interpersonal skills. Proficient in the use of word processing, database, spreadsheet and/or presentation applications is required.