Children's Hospital of Philadelphia
Conference Specialist
Children's Hospital of Philadelphia, Pine City, New York, United States, 14871
SHIFT: Day (United States of America)
Seeking Breakthrough Makers
Children’s Hospital of Philadelphia (CHOP) offers countless ways to change lives. Our diverse community of more than 20,000 Breakthrough Makers will inspire you to pursue passions, develop expertise, and drive innovation.
At CHOP, your experience is valued; your voice is heard; and your contributions make a difference for patients and families. Join us as we build on our promise to advance pediatric care—and your career.
CHOP does not discriminate on the basis of race, color, sex, national origin, religion, or any other legally protected categories in any employment, training, or vendor decisions or programs. CHOP recognizes the critical importance of a workforce rich in varied backgrounds and experiences and engages in ongoing efforts to achieve that through equally varied and non‑discriminatory means.
A Brief Overview This role oversees the full logistics of CHOP's participation in professional (non‑CME) conferences, ensuring seamless execution of annual plans from a single, integrated perspective. Responsibilities include coordinating with conference and exhibit organizers on booth placement (with awareness of competitor positioning), managing vendor relationships, schedules, and associated activities. This role plays a critical part in aligning conference participation with CHOP's strategic marketing, PR, and clinical engagement objectives. The specialist works closely with external exhibit vendors, marketing managers, regional and national directors, and CHOP's Continuing Education team, tailoring logistics to meet individual conference goals.
What you will do
Plan, coordinate and manage all logistic planning for professional conferences for Children’s Hospital of Philadelphia for healthcare professionals (80%).
Coordinate all logistics related to the hospital’s presence at professional conferences, including event registration, exhibit booth management, shipping, collateral, and on‑site needs.
Act as the primary point of contact with conference organizers, associations, and vendors to secure contracts, lead lists, sponsorships, exhibit space, and branding placements.
Manage lead capture processes, including digital and manual collection methods, ensuring timely upload to CRM systems (Salesforce/Health Cloud) and for post‑conference follow‑up.
Develop and maintain a conference calendar and reporting dashboards to track participation, performance, and ROI metrics.
Coordinate all aspects of conference marketing materials with the Marketing/PR Department.
Work with outside vendors during the planning process.
Resolve planning problems with in‑house and outside personnel.
Monitor budgets (10%): meet with marketing managers and outreach directors throughout the planning process to monitor plans and costs; prepare final conference budgets for closing and evaluation reports with metrics.
Review and maintain conference contracts and documentation (10%): track and organize administrative documentation for each conference; assist in conference strategy development, including researching new opportunities and optimizing hospital presence based on past performance.
Education Qualifications
High School Diploma / GED Required
Experience Qualifications
At least two (2) years of event planning experience Required
At least three (3) years of event planning experience Preferred
Previous CME related experience Preferred
Skills and Abilities
Intermediate proficiency with office software (Microsoft Office)
Intermediate knowledge of accounting principles
Intermediate knowledge of Accreditation Council for CME [ACCME] guidelines
Basic knowledge of medical terminology and specialties
Excellent verbal and written communications skills
Excellent time management skills
Excellent organizational skills
Strong critical thinking / problem‑solving skills
Strong project management skills
Ability to maintain confidentiality and professionalism
Ability to work independently with minimal supervision
Ability to collaborate with stakeholders at all levels
Must be able to multi‑task, project‑manage and demonstrate organizational skills
To carry out its mission, CHOP is committed to supporting the health of our patients, families, workforce, and global community. As a condition of employment, CHOP employees who work in patient care buildings or who have patient facing responsibilities must receive an annual influenza vaccine. Learn more.
EEO / VEVRAA Federal Contractor | Tobacco Statement
Salary Range SALARY RANGE:
$67,500.00 - $86,060.00 Annually
Salary ranges are shown for full‑time jobs. If you're working part‑time, your pay will be adjusted accordingly.
At CHOP, we are committed to fair and transparent pay practices. Factors such as skills and experience could result in an offer above the salary range noted in this job posting. Click here for more information regarding CHOP's Compensation and Benefits.
#J-18808-Ljbffr
Seeking Breakthrough Makers
Children’s Hospital of Philadelphia (CHOP) offers countless ways to change lives. Our diverse community of more than 20,000 Breakthrough Makers will inspire you to pursue passions, develop expertise, and drive innovation.
At CHOP, your experience is valued; your voice is heard; and your contributions make a difference for patients and families. Join us as we build on our promise to advance pediatric care—and your career.
CHOP does not discriminate on the basis of race, color, sex, national origin, religion, or any other legally protected categories in any employment, training, or vendor decisions or programs. CHOP recognizes the critical importance of a workforce rich in varied backgrounds and experiences and engages in ongoing efforts to achieve that through equally varied and non‑discriminatory means.
A Brief Overview This role oversees the full logistics of CHOP's participation in professional (non‑CME) conferences, ensuring seamless execution of annual plans from a single, integrated perspective. Responsibilities include coordinating with conference and exhibit organizers on booth placement (with awareness of competitor positioning), managing vendor relationships, schedules, and associated activities. This role plays a critical part in aligning conference participation with CHOP's strategic marketing, PR, and clinical engagement objectives. The specialist works closely with external exhibit vendors, marketing managers, regional and national directors, and CHOP's Continuing Education team, tailoring logistics to meet individual conference goals.
What you will do
Plan, coordinate and manage all logistic planning for professional conferences for Children’s Hospital of Philadelphia for healthcare professionals (80%).
Coordinate all logistics related to the hospital’s presence at professional conferences, including event registration, exhibit booth management, shipping, collateral, and on‑site needs.
Act as the primary point of contact with conference organizers, associations, and vendors to secure contracts, lead lists, sponsorships, exhibit space, and branding placements.
Manage lead capture processes, including digital and manual collection methods, ensuring timely upload to CRM systems (Salesforce/Health Cloud) and for post‑conference follow‑up.
Develop and maintain a conference calendar and reporting dashboards to track participation, performance, and ROI metrics.
Coordinate all aspects of conference marketing materials with the Marketing/PR Department.
Work with outside vendors during the planning process.
Resolve planning problems with in‑house and outside personnel.
Monitor budgets (10%): meet with marketing managers and outreach directors throughout the planning process to monitor plans and costs; prepare final conference budgets for closing and evaluation reports with metrics.
Review and maintain conference contracts and documentation (10%): track and organize administrative documentation for each conference; assist in conference strategy development, including researching new opportunities and optimizing hospital presence based on past performance.
Education Qualifications
High School Diploma / GED Required
Experience Qualifications
At least two (2) years of event planning experience Required
At least three (3) years of event planning experience Preferred
Previous CME related experience Preferred
Skills and Abilities
Intermediate proficiency with office software (Microsoft Office)
Intermediate knowledge of accounting principles
Intermediate knowledge of Accreditation Council for CME [ACCME] guidelines
Basic knowledge of medical terminology and specialties
Excellent verbal and written communications skills
Excellent time management skills
Excellent organizational skills
Strong critical thinking / problem‑solving skills
Strong project management skills
Ability to maintain confidentiality and professionalism
Ability to work independently with minimal supervision
Ability to collaborate with stakeholders at all levels
Must be able to multi‑task, project‑manage and demonstrate organizational skills
To carry out its mission, CHOP is committed to supporting the health of our patients, families, workforce, and global community. As a condition of employment, CHOP employees who work in patient care buildings or who have patient facing responsibilities must receive an annual influenza vaccine. Learn more.
EEO / VEVRAA Federal Contractor | Tobacco Statement
Salary Range SALARY RANGE:
$67,500.00 - $86,060.00 Annually
Salary ranges are shown for full‑time jobs. If you're working part‑time, your pay will be adjusted accordingly.
At CHOP, we are committed to fair and transparent pay practices. Factors such as skills and experience could result in an offer above the salary range noted in this job posting. Click here for more information regarding CHOP's Compensation and Benefits.
#J-18808-Ljbffr