Registration and Housing Services Manager

The Infectious Diseases Society of America (IDSA) is seeking a  Registration and Housing Services Manager. IDSA is a community of over 12,000 physicians, scientists and public health experts who specialize in infectious diseases. Our mission is to improve the health of individuals, communities, and society by promoting excellence in patient care, education, research, public health, and prevention relating to infectious diseases.

We are an innovative and dynamic professional association committed to the principles of inclusion, diversity, access, and equity. Our team embodies the following core values: 

Member-Centric, Excellence, Respect, Innovation, Teamwork and Trust

The Society is a great place to work! IDSA has a highly competitive total compensation package, offers flexible work, telework arrangements, and our organizational culture is highly rated by staff.  Our new office is located two blocks from the metro and has a free gym onsite.

The Registration and Housing Services Manager will lead registration and overflow housing for IDWeek.  In conjunction with the industry partner team, and the registration/housing vendor. This role is responsible for delivering high-quality customer service to meeting attendees, exhibitors, sponsors, staff, speakers and VIPS.

The ideal candidate has strong leadership skills, exceptional communication abilities, and the ability to manage multiple tsks simultaneously while ensuring a high level of customer service.

Characteristic Essential Responsibilities:  

• Oversees and leads IDWeek registration planning, set up and execution of Attendee Registration
• Builds and maintains the registration platform in conjunction with vendor and internal stakeholders including working with partner Societies and their membership databases, IT, beta testing and trouble shooting.
• Responds to inquiries and implements communication plans for a smooth-running registration process and provides general, information about the entire event cycle.
• Collaborates effectively across the organization and demonstrates outstanding customer service skills in all transactions.   
• Provides direction and account management services to all registration-related vendors.
• Sources, trains and oversees temporary staff required for onsite registration needs.
• Consults on registration strategy, locations and setup.
• Manages hotel sourcing and contracting for IDWeek and oversees all logistics related to housing blocks and vendor performance.
• Provides constant communication with all industry partners on status, outstanding deliverables, and edits required.
• Works cross-functionally with key departments to manage inventory levels, be proactive in requests and resolving problems.
• Works closely with Director and VP to represent IDWeek in the hotel community.
• Serves as primary liaison to housing vendor.
• Oversees processes for staff/vendor/vip amd speaker arrangements for IDWeek housing fulfillment and coordinates VIP logistics and upgrades w/ VP/IDWeek Meeting Secretariat.
• Attends site visits and in conjunction with vendor, performs hotel reviews, quality and selection advises on future needs adjusting room blocks as needed for future years.
• Supports venue sourcing and registration for other IDSA meetings and events.
• Works proactively with internal stakeholders to determine appropriate solutions and services for events.
• Performs other work-related duties as assigned.

Minimum Qualifications and Experience:

• Bachelor’s degree in marketing, event management, or business administration preferred. Relevant experience can be submitted.
• At least five years of experience working in sales or account management in housing, registration and contract management preferred.
• Experience working with design files and formats.

Competencies: Knowledge, skills, and abilities

• Excellent time management
• Excellent business writing and verbal communication skills
• Incredible organization and attention to detail
• Solution oriented team player
• Understanding and compliance with ACCME guidelines.
• Ability to prioritize and problem solve
• Outstanding customer service attitude and timely follow up

Additional Qualifications: (Such as certifications, industry-specific experience and the experience working with certain equipment)

• CMP, CEM, and/or DES preferred but not required.
• Experience with managing vendors and contractors

 Travel Requirements

• Must be able to travel up to 15 % of the time
• IDWeek
• Planning Site Visits
• Annual Staff Retreat
• End of Year Gathering

Physical Demands:

Must be able to lift 10-20 lbs.

EEO Statement:

The Infectious Diseases Society of America (IDSA) is an equal opportunity employer and considers all applications without regard to race, color, religion, creed, sexual orientation, gender, gender identity, gender expression, national origin, age, disability, socioeconomic status, marital or veteran status. We also welcome those of all abilities and make reasonable accommodations to support successful outcomes for our team members.