MEETINGS AND CONTINUING MEDICAL EDUCATION COORDINATOR
Company: Rocs, Inc.
Location: Washington
Posted on: November 16, 2024
Job Description:
Summary:The Meetings and Continuing Medical Education
Coordinator works with the Director of Meetings and CME, Deputy
Director of Education and Recertification, and Senior Conference
Advisor, as well as others in the department, to negotiate, plan,
coordinate, and manage onsite logistics for these events and has
direct responsibility for the volunteer management portion of the
Annual Meeting (Monitor Program) among other Annual Meeting
projects, support of the mid-sized meetings, and most committee
meetings.Responsibilities of Meetings and Events Coordinator:
- Responsible for all department administrative duties, including
written and oral communication with members, vendors, and internal
staff; data entry and maintenance; compilation of meeting
evaluations, and other responsibilities as assigned.
- Maintain and update administrative records and provide
logistical and hands-on support for all meetings, including
in-house events and committee meetings. To our, logistical and
hands-on support includes understanding meeting requirements;
maintenance of travel requirements for attendees; set-up,
oversight, and break-down/clean-up of in-house events; placing
orders with outside vendors, and clear communication with members,
vendors, and internal departments.
- Firm and fair interaction with vendors, especially hotels and
restaurants, to plan successful events.
- Set-up, test, troubleshoot and maintain our Annual Meeting
Monitor program, our system of coordinating student volunteers at
our meetings. Some specific duties include constant and specific
communication with volunteers and internal departments to create a
complex schedule, onsite training and volunteer management, and
willingness to learn and use new technologies to ensure a
successful program.
- Interact with thousands of speakers throughout the year to
clearly communicate processes, tasks, deadlines, and
reminders.
- Strong writing and editing of multiple publications, including
marketing pieces, web content, scientific documents, and PowerPoint
presentations. A successful candidate will have an impeccable grasp
of the English language as well as a flair for creative
wordsmithing.
- Organized multitasking to coordinate numerous smaller Annual
Meeting projects, e.g., sign/copy orders, honoraria/scholarship
details, reunion/reception requests, etc.
- Serve as an administrative liaison to several committees with
responsibilities including written and oral communications with
committee members; detailed note-taking to create meeting minutes
and communication to staff about action items; and active meeting
and/or conference call participation.
- Always ready to jump in and help with other duties as
assigned.Skills:
- Positive, hard-working attitude.
- Exceptional project management and customer service with an eye
on continuous improvement.
- A basic knowledge of how hotels function, meeting room
arrangements/set-ups, food and beverage, when and how to obtain
supplier services such as audiovisual, shipping, etc., is
preferred.
- Strong oral, written, and interpersonal communication
skills.
- Strong attention to detail and the ability to manage multiple
projects and deadlines.
- Must be organized, able to plan ahead to meet deadlines, able
to work in a fast-paced environment, and possess excellent time
management and prioritization skills.
- Excellent computer skills, especially in Microsoft Office.
Adobe InDesign, iMis, and Adobe Acrobat a plus.
- Scientifically-inclined a plus, but if not, a willingness and
enthusiasm to learn about the field of psychiatry.Qualifications:
- Bachelor degree required.
- Experience in meeting or event planning strongly
preferred.
- Nonprofit association and medical/scientific association
experience a plus.
- Must be able to travel an aggregate of approximately 1-2 weeks
per year, including some weekends.
- Must be physically able to set up for meetings, carrying and
moving items such as signs, platters, drinks, small AV equipment,
etc.Fulltime, Onsite$45,000-$50,000
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Keywords: Rocs, Inc., Centreville , MEETINGS AND CONTINUING MEDICAL EDUCATION COORDINATOR, Education / Teaching , Washington, Virginia
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