Program Administrator, Meetings & Events - Remote - Nationwide at Vituity in Sacramento, California

Job Description:

Remote, Nationwide - Seeking Program Administrator, Meetings & Events

Everybody Has A Role To Play In Transforming Healthcare

At Vituity you are part of a larger team that is driven by our purpose to improve lives. We are dedicated to transforming healthcare through our culture by working together to tackle healthcare's most pressing challenges from the inside.

Join the Vituity Team. At Vituity we've cultivated an environment where passion thrives, and success comes through shared purpose. We were founded in a culture that values team accomplishments more than individual achievements, an approach we call "culture of brilliance." Together, we leverage our strengths and experiences to make a positive impact in our local communities. We foster this through shared goals and helping our colleagues succeed, and we also understand the importance of recognition, taking the time to show appreciation and gratitude for a job well done.

Vituity Locations: Vituity has opportunities at 475 sites across the country, serving 9 million patients a year. With Vituity, if you ever need to move, you can take your job with you.

The Opportunity

• Act as meetings and events liaison for assigned programs. Collaborate with stakeholders and project team members to plan and contribute to the development and execution of all related activities.
• Develop and execute detailed program/project plans, monitoring specific tasks and tracking deliverables towards deadlines.
• Coordinate meeting invite list, categorizing invitees based on their roles, relevance to the meeting, and levels of participation required.
• Monitor and maintain meeting invite list, continuously updating, adjusting, and reporting out to stakeholders as needed.
• Coordinate logistics for assigned activities, programs and meetings, including setup, coordination of materials, production, and onsite support.
• Facilitate room blocks and support the administration of room reservations, changes, cancellations, and billing instructions as the liaison between the hotel, program managers, and attendees.
• Support the planning, coordination, and logistical execution of wellness and engagement-related activities at Partnership-level meetings.
• Partner with other teams and workgroups on continuously improving processes and activities cross-functionally to create optimal experiences for attendees within policy and operating standards.
• Identify and support ways to streamline meetings and events operations, processes, communications, and technology across all programs.
• Coordinate the distribution of meeting documents across all appropriate communication platforms including the Meetings Highlights page.
• Reconcile post-meeting invoices, including department allocations, chargebacks, and physician payroll deductions.
• Reconcile post-meeting attendance reports and data.
• Project coordination as directed, monitoring specific tasks, and tracking project status towards deadlines.
• Administer meeting registrations using online event management software, including registration design and programming, and the development of written content for registration pages and registration communications.
• Administer online surveys for meetings and events, nomination solicitations, questionnaires, and other enterprise-level survey projects.
• Assess event and survey reporting needs and produce detailed reports as needed to program stakeholders.
• Proactively respond to and resolve registration issues and questions from attendees. Facilitate new registrations, registration modifications, and cancellations.
• Act as the primary client and internal contact for all registration-related information and issues providing expertise and guidance to the project team and stakeholders on the best registration solutions available to improve the overall attendee experience.
• Assist in the maintenance, accuracy, and compliance of our registration database, including but not limited to contact management, media and document libraires, integrations, users accounts and access, payments, portals and more.
• Travel to and provide onsite registration support for events.

Required Experience and Competencies

• Bachelor's degree in related field of study required.
• Three or more years of increasingly complex coordination or program/project management experience in the meetings and events industry required.
• One year of experience working with an event registration system required.
• Experience working with Cvent registration and survey management systems preferred.
• Certified Meeting Professional (CMP) preferred.
• Ability to keep organized, set priorities, and multi-task in a fast-paced, multi-project environment under conditions requiring speed and accuracy.
• Ability to work well as a team player.
• Ability to adapt and learn new ideas and concepts quickly.
• Ability to be self-motivated and take initiative.
• Strong time and resource management skills.
• Strong attention to detail.
• Strong editing and proofreading skills.
• Ability to problem solve independently and in team situations.
• Ability to convey information effectively in verbal and written communications.
• Ability to seek innovative ideas and look for improvement and streamlining opportunities in process and procedure.
• Ability to establish and maintain effective working relationships as required by the duties of the position.
• Ability to use office equipment and automated systems/applications/software at an acceptable level of proficiency.
• Ability to read, understand, and communicate in English sufficient to perform the duties of the position.
• Intermediate MS Excel, Word, PowerPoint, and Outlook skills.
• Ability to travel to meetings and events as needed.

The Community

Even when you are working remotely, you are an important part of the Vituity Community. We offer plenty of opportunities to engage with other Vitans through a variety of virtual meet-and-greets, events and seminars.

• Monthly wellness events and programs such as yoga, HIIT classes, and more
• Trainings to help support and advance your professional growth
• Team building activities such as virtual scavenger hunts and holiday celebrations
• Flexible work hours
• Opportunities to attend Vituity community events including LGBTQ+ History, Dia de los Muertos Celebration, Money Management/Money Relationship, and more

Benefits & Beyond*

Vituity cares about the whole you. With our comprehensive compensation and benefits package, we are mindful of what matters most, and support your needs of today and your plans for the future.

• Superior health plan options
• Dental, Vision, HSA/FSA, Life and AD&D coverage, and more
• Top Tier 401(k) retirement savings plans that offers a $1.20 match for every dollar up to 6%
• Outstanding Paid Time Off: 3-4 weeks' vacation, Paid holidays, Sabbatical
• Student Loan Refinancing Discounts
• Professional and Career Development Program
• EAP, travel assistance, and identify theft included
• Wellness program
• Vituity community initiatives including LGBTQ+ History, Dia de los Muertos Celebration, Money Management/Money Relationship, and more
• Purpose-driven culture focused on improving the lives of our patients, communities, and employees

We are excited to share the base salary range for this position is $29.19 - $36.49, exclusive of fringe benefits or potential bonuses. This position is also eligible to participate in our annual corporate Success Sharing bonus program, which is based on the company's annual performance. If you are hired at Vituity, your final base salary compensation will be determined based on factors such as skills, education, and/or experience. We believe in the importance of pay equity and consider internal equity of our current team members as a part of any final offer. Please speak with a recruiter for more details.

We are unified around the common purpose of transforming healthcare to improve lives and we believe everyone has a role to play in that. When we work together across sites and specialties as an integrated healthcare team, we exceed the expectations of our patients and the hospitals and clinics we work in. If you are looking to make a difference, from clinical to corporate, Vituity is the place to do it. Come grow with us.

Vituity appreciates differences; our dedication to diversity, equity and inclusion is at the heart of our organization. Vituity does not discriminate against any person on the basis of race, creed, color, religion, gender, sexual orientation, gender identity/expression, national origin, disability, age, genetic information (including family medical history), veteran status, marital status, pregnancy or related condition, or any other basis protected by law. Vituity is committed to complying with all applicable national, state and local laws pertaining to nondiscrimination and equal opportunity.

*Benefits for part-time and per diem vary. Please speak to a recruiter for more information.

Applicants only. No agencies please.