Administrative Associate 2 - Cardiovascular

Position Overview

The Cardiology Critical Care Education Summit requires a Conference Project Administrator who manages and oversees the end-to-end operational, financial, and administrative planning lifecycle for a multi-day annual conference. Operating as the senior-most administrative contributor on the planning committee, the ideal candidate will provide technical and operational guidance to junior and volunteer staff while working with a high degree of independence, discretion, and creative problem-solving.

This role requires a strategic thinker who can seamlessly transition from high-level contract negotiation to hands‑on digital troubleshooting and onsite event execution.

Note on Workflow:
This is a part‑time position (~16 hours/week) structured around a highly cyclical project timeline. Hours may be balanced dynamically across the year to accommodate peak operational periods (such as contract finalizations in July, application launches in November, and onsite execution in June). During the onsite execution timeframe, hours will be extended to include early‑morning setup and daytime and evening event coverage for the duration of the event.

• Contract Procurement & Venue Management (25%) – Oversees the selection, booking, and confirmation of all conference and hotel venues in accordance with the University of Minnesota’s Purchasing Goods and Services Policy. Leads the contract procurement process, ensures compliance by routing all agreements through the Office of General Counsel, manages vendor onboarding, and monitors vendor constraints such as avoiding unfavorable payment terms.
  
  Manages speaker compliance with CME requirements and provides post‑conference attendance lists and related CME information.
• Sponsorship, Financial Administration, & Grants (25%) – Manages an event budget of $250 K+ along with in‑kind sponsor ships totaling $3 M+. Develops exhibitor agreements, sponsorship options, and leads strategic meetings with leadership to maximize partner engagement. Acts as the primary liaison for all external communications, secures and processes sponsorship agreements, finalizes space plans, oversees grant budget adjustments, and independently prepares and submits grant applications within strict 60‑day pre‑conference deadlines.
  
  Manages speaker honorariums and attendee reimbursements.
• Digital Operations & Communications (25%) – Manages development, updating, and launch of all digital intake infrastructure, including attendee applications, faculty/facilitator forms, volunteer forms, and sponsor submissions. Creates correspondence, digital platforms, and promotional/printed collateral for the conference. Updates the public‑facing website with program agendas, bios, and other content. Serves as the primary point of contact for high‑volume inquiries and manages the distribution of hotel confirmations, sponsor display details, and the printed event directory.
• In‑person Event Execution & Technology Coordination (12.5%) – Leads comprehensive onsite operational support throughout the entire three‑day live conference, including live coordination of sponsors and exhibitors, technical troubleshooting (e.g., live Zoom issues), and contracting with A/V specialists for 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 and ACC, and provides onsite operational support for those events.

Required 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 high discretion, integrity, and…