About Us

　　The Patient-Centered Outcomes Research Institute (PCORI) is an independent nonprofit organization authorized by Congress in 2010. Its mission is to fund research that will provide patients, their caregivers and clinicians with the evidence-based information needed to make better-informed healthcare decisions. PCORI is committed to continually seeking input from a broad range of stakeholders to guide its work.

　　Position Summary

　　Reporting to the Associate Director, Meetings and Event Services the Event Specialist will be responsible for a range of internal and external hybrid (in-person and virtual) meetings and events, including serving as the primary point of contact for a portfolio of meetings and events, sponsored conferences, off-site, on-site logistics, and travel-related activities. This will include but not limited to drafting and distributing RFPs, negotiating contracts, developing and overseeing online registration, coordinating day-of logistics, supervising travel logistics, and conducting pre-meeting kickoffs and post-meeting debriefs.

　　They will assist the Associate Director, Meetings and Event Services with developing and coordinating departmental policies, procedures, and guidelines; support the implementation of the Workplace Solutions and Meetings Management strategic plan and operational objectives.

　　The position is based in our Washington, D.C. office and travel may be required to other locations.

　　Planning and Execution

　　Manage and plan all aspects of hybrid (in-person and virtual) meetings and event planning held off-site and in the PCORI conference center

　　Off-site

　　Coordinate with internal stakeholders and others to determine the requirements for the meeting/event and serve as liaison to the department and senior-level executives throughout the meeting planning process.Develop and issue RFPs using Cvent and negotiate contracts.Conduct site visits and lead pre-event meetings when necessary to help department Point of Contact (POC) make informed decisions.Plan and facilitate logistics for all meetings and events, including contract negotiations, attendee lists, venue preparation, food, and beverage selections, prepare room diagrams and meeting specification documents, transportation, equipment, and decor.Review and prepare vendor contracts for Procurement and legal review and execution.Manage all day-of logistics.Support the Associate Director, Meetings and Event Services on various tasks as assigned for PCORI's Annual Meeting (in-person and virtual).

　　Conference Center

　　Partner with facilities management, audiovisual and information technology units to plan and execute meetings and events with external stakeholders (e.g., board of governors, merit reviews, advisory panels, etc.) Utilize CVENT's Social Tables to develop room diagrams for approval by the department Point of Contacts (POC).

　　Travel

　　Provide oversight and ensure compliance with PCORI Travel Policy by reviewing and authorizing itinerary changes, fare overages, and approving any complexities of internal and external stakeholders' travel via Concur and Omega World Travel.Serve as subject matter expert on PCORI's Travel Policy for internal and external stakeholders.

　　Vendor Relations

　　Assist the,Associate Director Meetings and Event Services with managing all travel relationships and programs (air, hotel, and other travel-related services) with external vendors, ensuring compliance with the travel policy and negotiated pricing.Review, reconcile, and submit all invoices for approval.Build and maintain good working relationships with meeting suppliers.

　　Technology

　　Serve as subject matter expert for CVENT, Conferma Pay, and Concur online software toolsIn collaboration with other Meetings and Travel staff, monitor and update the Meetings and Travel SharePoint page and department intranet.

　　Customer Service

　　Manage the units Zendesk by prioritizing, tagging, and assigning tickets to the appropriate member of the Meetings and Event Services team; follow up on all unsolved tickets.Provide outstanding and exceptional customer service.Deliver timely and effective responses to customer requests in-person and via Zen Desk utilizing teamwork.Identify and implement new processes plan to improve customer support service.Increase communication and visibility of the services provided by the Workplace Solutions and Meetings Management department.

　　Other Responsibilities

　　Participate in bi-weekly meetings or as needed, with Associate Director, Meetings and Event Services to provide project updates.Provide backup for New Hire Orientation training.

　　Incumbent(s) in this position may be required to perform other duties and special assignments not specifically stated above.

　　Statements outlined in this section are designated as essential job functions in accordance with the Americans with Disabilities Act of 1990.

　　Required Skills

　　Detailed-oriented shows initiative and can work effectively as a team member.Self-motivated, self-starting, team-driven, and a creative thinker.Ability to create a project plan and track budgets (prepare, manage & reconcile)Works collaboratively with various departments and cross-functional teams within the organization.Strong verbal and written communications skills, interpersonal and customer service skills.Proficient understanding and use of technology.

　　Required Experience

　　Bachelor's degree in event management or a related discipline; however, significant work experience can substitute for the degree.6-9 years of experience in event and project management and meeting logistics required.

　　Proficient with Adobe Acrobat, Microsoft Office suite - Excel, Word, PowerPoint, MS Project, and Outlook and SharePoint required.

　　Proficient with the Event Management System and Cvent registration tool used to manage registration and event logistics.Advance knowledge of Concur and Conferma Pay.Must be able to lift/carry 50 lbs. and work in tight spaces and stand for long periods.Some evening and weekend work will be required and must be able to travel 4-5 times a year for an out-of-town meeting.

　　PCORI recommends all members of the PCORI workforce adhere to the CDC recommendations regarding staying up to date on COVID-19 vaccination.

　　Conflict of Interest.

　　PCORI wants to ensure that prospective employees are aware of its conflict-of-interest policies so that employment deliberations take into consideration this aspect of PCORI employment. PCORI requires all PCORI employees to disclose upon commencement of their employment and on an annual basis all individual and close relatives financial, business, and personal association with the potential to bias or that have the appearance of biasing one's decisions relating to PCORI. All disclosures made by employees are made publicly available on PCORI's website. Disclosures must include all financial, business, and personal associations with any health or healthcare-related organizations. Disclosures should include all associations with any other organizations that have the potential to bias or that have the appearance of biasing one's decisions relating to PCORI, including but not limited to vendors or other third parties with whom PCORI has a contract or that PCORI has funded. For more information please visit PCORI-Conflict-of-Interest-Policies-Outside-Employment-Policy.pdf

　　PCORI conducts background checks on all applicants.

　　PCORI's Commitment to Diversity, Equity, and Inclusion:

　　PCORI is an equal opportunity employer committed to diversity both internal and external to the workplace. You can learn more about our commitment to diversity, equity, and inclusion here. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or any other basis protected by law.

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　　Tracking Code

　　1350-858

　　This position is located at 1333 New Hampshire Avenue, NW,

　　Washington, DC.