Logistics Management Trainee Jobs in Minnesota (NOW HIRING)

Position Overview
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. 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.
Key Responsibilities
1. 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).
Manages speaker compliance with CME requirement deadlines, and provides post-conference attendance list, and any additional information as it relates to CME
2. Sponsorship, Financial Administration, & Grants (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.
Oversees grant budget adjustments and independently leads the timely preparation and submission of grant applications, ensuring compliance with strict 60-day pre-conference deadlines.
Manages the collection, processing and distribution of speaker honorariums and attendee reimbursements.
3. 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.
4. 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.
5. 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.

All required qualifications must be included in the application materials

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 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
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.

Pay Range: $26.00-$35.00/hour; depending on education/qualifications/experience.

This is a part-time position, 40% FTE and may require an onsite presence as well as weekend hours due to event dates.

Retirement plan options are available for Civil Service, Faculty, Labor-Represented, Professional & Administrative, and Temp Casual classifications. Learn more about retirement plans.

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

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