Director, Annual Meeting

AMERICAN COLLEGE OF RHEUMATOLOGY

POSITION DESCRIPTION

Based in Atlanta, GA, the American College of Rheumatology is a professional association for physicians, health professionals and scientists that work in the medical subspecialty of rheumatology. The ACR has over 9,400 members from around the world. We offer a variety of services, including: educational programming, legislative advocacy, and practice management support and grant funding through the Rheumatology Research Foundation. The ACR’s Annual Meeting, held each fall, is the premier scientific meeting in the world devoted to rheumatic diseases. For more information on American College of Rheumatology, please go to www.rheumatology.org.

TITLE:            Director, Annual Meeting

POSITION #:  50

DATE:             April 2019

STATUS:         Exempt

LEVEL:           Director

DIRECT SUPERVISOR:         Senior Director, Annual Meeting

DIRECT SUPERVISION:    Coordinator, Annual Meeting

POSITION SUMMARY DESCRIPTION:

The Director, Annual Meeting Education is charged with the responsibility of effectively managing the planning, development and implementation of the Annual Meeting invited speaker processes which includes over 500 invited speakers (physicians and rheumatology health professionals) and over 450 scientific sessions.  

DUTIES & RESPONSIBILITIES:

• Oversee the development of annual meeting educational content, including the pre-meetings, Meet-         the-Professor, Workshops, and Study Groups; Duties include:
• Develop and manage Call for Proposals submission site and any special session submission sites and submitter correspondences.
• Maintain eligibility criteria, guidelines, volunteer review process, communications plans and participant timelines.
• In coordination with subject matter experts, assign all accepted scientific sessions a date/time/room to ensure minimal topic conflicts and to maximize available meeting spaces and ultimate learner experience.
• Manage speaker management database; identify and resolve speaker scheduling conflicts and conflicts of interest in compliance with ACCME regulations.
• Manage invited speaker communication timelines and reports for required materials/tasks; to include, speaker agreement, code of conduct, disclosures, honorarium designation, copyright agreement, bios and syllabus.
• Serve as the primary point of contact for vendor speaker management software.
  • Process and review new vendor statement of work; ensure project-specific activities, deliverables and timelines from vendor services meet organizational needs.

• Maintain annual meeting CME activity files and online activities in compliance with ACCME requirements and ACR practices and policies.
• Manage the collection annual meeting planning committee volunteer disclosures; prepare       disclosure summary and resolve conflicts of interest.
• Submit CME application with all supporting documentation relating to the practice gaps,          educational need, learning objectives, and projected outcomes.
• In coordination with Director, Continuous Medical Education, manage the development and                 implementation of the annual meeting online activity components; including session                                  listings, syllabi, evaluation, credit claiming and transcripts.
• Submission of final activity reports within 90 days post activity.

• Manage the creation and maintenance of annual meeting educational copy for  all digital and printed materials
• Manage the development and production of the printed and online meeting planner.
• Manage the session copy editor review process; ensure accuracy and free of omissions.

• Maintain educational grant activity files in coordination with corporate support team. 

• Develop and manage components of the annual meeting budget including preparing variance reports        and coordinating the reconciliation and payment.  

• Manage and ensure all session logistics are appropriately planned and implemented in coordination with meeting planners.
• Manage cross-team communication of speaker/session ADA requests, audio/visual needs, digital           signage, meeting room set –up, equipment/supplies rentals, attendance and staff resources          prior to annual meeting and onsite.  
• Monitor session traffic/attendance and manage and record room overflow.           
• Develop staffing schedule; train and supervise over 40 temporary on-site staff during the annual   meeting.
• Prepare and deliver appropriate meeting updates/announcements regarding changes in schedule,    rooms, etc.
• Manage and oversee speakers’ onsite to ensure compliance with the ACR speaker policies and requirements

• Assist with the management of the annual meeting planning committee by managing the following:
• Prepare agendas and facilitate AMPC sub teams pre and post planning conference calls in collaboration with committee chairs.
• Prepare AMPC planning materials including historical reports, task lists, timelines, and other needs assessment resources.
• Serve as staff liaison during AMPC planning meeting breakout sessions, writing minutes, communicating meeting deliverables and tracking breakout group progress.
• Serve as the business owner for TSC technology initiatives as they relate to the annual meeting.
• Manage one direct report. Includes, but not limited to, prioritization assistance, project guidance, conducting regular team meetings and providing performance feedback.
• Contribute to the development and implementation of annual meeting marketing initiatives.
• Understand and be adept at incorporating new or existing technologies into educational activities
• Some travel as necessary to fulfill job responsibilities
• Any other duties the Senior Director, Annual Meeting, Vice President, Education or ACR Executive Vice President may assign.

QUALIFICATIONS: 

• Minimum of 8 years of experience in national medical association management with expert knowledge of issues related to continuing medical education.

• Bachelor’s degree and/or equivalent professional experience.
• Extensive experience with membership databases, Access, Excel, Internet Explorer, PowerPoint, Outlook, Word .
• Be familiar with and adhere to organizational policies and procedures for compliance with accreditation requirements as specified by the Accreditation Council for Continuing Medical Education (ACCME).

• Self-starter with demonstrated ability to maintain accountability and manage multiple priorities.

• Excellent interpersonal skills with the ability to interact and communicate tactfully with a wide variety of individuals, including speakers, volunteers, staff and vendors in a professional, diplomatic manner.

• Detail-oriented, with excellent oral/written communication skills.
• Experience in area of continuing medical education highly desirable.
• Ability to lift a minimum of 20 pounds on a routine basis.

The ACR provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. The ACR complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities or conducts business.

This is not a contract.  The description and duties as they relate to this position are subject to change as reasonable business necessity dictates.  In the event of such changes, a new job description may be created.