Senior Conference and Peer Review Manager

Job Summary: Synergy Enterprises, Inc., a minority, and woman-owned government contractor located in North Bethesda, MD, currently has an opportunity for a Senior Conference and Peer Review Manager. The Senior Conference and Peer Review Manager will be responsible for assisting the PD and DPD in the administration, management, direction and planning of all technical resources and personnel assigned to the project.

Primary Responsibilities:

Corporate

• Perform formal status reporting to corporate Project Manager/Deputy Project Manager.

Project Related:

• Works closely with Project Director and Deputy Project Director on all contract obligations including development of budgets, negotiation of agreements and contracts, and resource management.
• Works closely with project staff and client.
• Develops and maintains work plans.
• Assists in coordination of all contract documentation such as monthly reports, work assignment final reports and written deliverables.
• Prepares reports as required by clients.
• Works with hotel to prepare room set-up, food & beverage, attendees, speakers/VIPs, and vendors.
• Assists Deputy Project Director or Project Director in working with clients to develop meeting materials as necessary.
• Provides onsite meeting support
• Assists Deputy Project Director in performing hotel searches for meeting space and/or sleeping rooms as needed.
• Creates and processes forms for registration, reimbursement, honoraria, evaluations, and other forms as needed or delegates this task to junior staff and oversees this work.
• Oversees the ordering of necessary supplies.
• Attends planning meetings with clients as needed.
• Oversees and sets up audiovisual arrangements as needed.
• Oversees the creation, duplication, and assembly of conference/review materials, including name badges, tent cards, signs, packets, and other materials as requested by client.
• Processes bills from vendors as needed.
• Prepares logistical and confirmation letters for clients, attendees, speakers/VIPs, and vendors or delegates this staff to junior staff and oversees the letters.
• Contact application reviewers to determine availability.
• Assign reviewers to panels.
• Work with client to develop reviewer orientation.
• Download applications from system.
• Review applications for any conversion errors and screen based on pre-approved screening form.
• Assign eligible applications to panels.
• Input reviewer, application, and panel information into review system.
• Send logistics letter to reviewers.
• Prepare and/or update necessary documentation and online modules:
• Reviewer agreement form
• Copies of applications
• Technical Review Form (TRF)
• Provide support to reviewers during review process.
• Download completed TRFs
• Send closing panel documents and thank you letters to reviewers
• Send Thank You letter to reviewers (if requested by client)

Supervisory/Manager Duties, if applicable:

• Fields employee questions, concerns and requests.
• Manages staff schedules.
• Evaluates staff performance
• Trains new staff.

Qualifications:

• Minimum of 4 years meeting planning and management experience (preferably with a government contractor).
• Bachelor’s degree preferred. This requirement may be waived if significant successful performance in business management can be proven.
• Possess demonstrated experience in negotiating and interacting with high-level officials and clients.
• Minimum of 2 years of supervisory experience.
• Fluency in Microsoft Office applications required.

Other job requirements:

• The position requires that individuals be available to work as necessary throughout the standard workweek and often on weekends as well.
• Historically, individuals who have filled this position have worked on average anywhere from 5 to 6 weekends a year (and sometimes more) and may have to travel to distant client sites in order to do so.
• The weekend work often involves conferences (typically out of state) where a substantial amount of work is performed on Fridays and Saturdays. Job tasks include getting ready for the conference; troubleshooting with clients; and addressing other issues that may arise.

Physical demands and work environment:

• Physical demands: While performing duties of job, employee is occasionally required to stand; walk; sit; use hands to handle objects and documents; reach with hands and arms; talk and hear. Employee may occasionally lift and/or move up to 40 pounds. Specific vision abilities required by the job include close vision. Employee may use office equipment such as telephone, computer, computer software, calculator, printer, copier, and facsimile.
• Work environment: Employees are not substantially exposed to adverse environmental conditions. The noise level in the work environment is usually moderate.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities and skills required of employees so classified.