Administrative Associate 2 - Cardiovascular

About The Job

The Cardiology Critical Care Education Summit needs a Conference Project Administrator who manages and oversees the end-to-end operational, financial, and administrative planning lifecycle for a multi-day annual conference.

Key Responsibilities

• Contract Procurement & Venue Management (25%)
  Oversees the selection, booking, and confirmation of all conference and hotel venues when selected by the Director based on the University of Minnesota’s Purchasing Goods and Services Policy.
  Leads the contract procurement process, ensuring compliance by routing all agreements through the Office of General Counsel (OGC), regardless of historical vendor relationships.
  Manages vendor onboarding by identifying new contractors and navigating the system to establish them as approved suppliers.
  Manages critical vendor constraints, such as identifying and avoiding unfavorable payment terms (e.g., upfront payment requirements).

• Event Budget Management (25%)
  Manages event budget totaling $250K+ along with in-kind sponsorship (supplies & equipment usage) totaling $3M+
  Develops exhibitor agreements, display opportunities, and sponsorship options to meet the event budget requirements.
  Leads strategic sponsorship meetings in partnership with leadership (Andrea Elliott, Program Director) to maximize partner engagement.
  Primary Liaison for all external communications, including securing and processing all sponsorship agreements and finalizing space plans according to support level.

• Digital Operations & Communications (25%)
  Manages the development, updating, and launch of all digital intake infrastructure, including attendee applications, faculty/facilitator forms, volunteer forms, and sponsor submissions.
  Develops all correspondence, digital platforms, and promotional and printed collateral for the conference (differentiated for trainees, speakers, attendees and vendors).
  Oversees the timely updating of the public-facing website regarding attendee applications, sponsor submission, faculty bios, and program agendas.
  Leads professional communication channels, serving as the primary point of contact for high-volume inquiries from attendees and sponsors.
  Manages logistical distribution, including sending out hotel confirmations, sponsor display details, and compiling the physical printed event directory.

• In-person Event Execution & Technology Coordination (12.5%)
  Leads comprehensive onsite operational support throughout the entire three-day live conference.
  Manages live coordination and layout logistics for corporate sponsors and exhibitors.
  Oversees technical troubleshooting, including managing live Zoom issues, as well as contracting with A/V specialists to ensure seamless hybrid or virtual components.

• National Program Expansion and Coordination (12.5%)
  Independently manages coordination and logistics for delivering programmatic content at regional and/or national meetings, such as AHA, ACC, etc.
  Leads comprehensive onsite operational support throughout the entire live conference.

Qualifications

• BA/BS degree with at least 2 years of experience, or a combination of related education and work experience to equal 6 years.

• Proven experience acting as a senior-most individual contributor or technical guide for junior team members.

• Advanced proficiency in Microsoft Office and/or Google Workspace applications.

• Excellent written and verbal communication skills.

• Demonstrated ability to work independently and solve complex operational problems using technical knowledge and creative problem-solving.

• Proven track record of performing professional responsibilities with a high level of discretion, integrity, and confidentiality.

• Experience leading and/or supervising teams of three or more individuals (if acting in a supervisory capacity).

Preferred Qualifications

• Experience in healthcare and/or higher education setting.

• Knowledge and/or experience with University of Minnesota policies, systems, and procedures.

• Demonstrated ability to work across varying levels of an organization.

• Experience leading and/or supervising students or professional staff members.