Sr. Specialist, Program Manager Annual Meeting

Location
Atlanta, Georgia
Posted
Apr 27, 2021
Closes
May 27, 2021
Position Type
Full Time
Degree Level
Bachelors
Willingness to Travel
up to 25%
Experience Level
Professional

Founded in 1934, the American College of Rheumatology (ACR) is a not-for-profit, professional association committed to advancing the specialty of rheumatology.  Headquartered in Atlanta, GA, this medical society serves over 7,700 physicians, health professionals, and scientists worldwide who work in the medical subspecialty of rheumatology. 

The College along with its interprofessional division, the Association of Rheumatology Professionals (ARP) aims to empower the professional rheumatology community by providing education, advocacy, and practice management tools.

The ACR is a unique non-profit organization looking to offer its employees opportunities to exhibit their commitment to accountability, creativity, and initiative. To find out more about the ACR, please visit www.rheumatology.org.

The Rheumatology Research Foundation was founded by the ACR in 1985 as a 501(c)(3) charitable organization. The ACR and Foundation have a management agreement, whereby the ACR provides the Foundation with a variety of management services, including staffing, access to and use of computer and other equipment and appropriate space at the ACR's Executive Office.

POSITION DESCRIPTION

TITLE: Program Manager – Annual Meeting

STATUS: Exempt

LEVEL: Sr. Specialist

DIRECT SUPERVISOR: Director, Content Strategy & Development

POSITION DESCRIPTION SUMMARY:

This position works as a part of our Content Development team within the Education Department and is responsible for effectively managing the planning and content development of ACR Convergence, the ACR's annual scientific meeting, which includes over 600 invited speakers (physicians and rheumatology health professionals) and over 450 scientific sessions.  This position works collaboratively with Planning Committees as well as cross-functional staff teams, including Meeting Services, Content Delivery, Enterprise Solutions, and IT, to ensure that the highest quality content is developed and effectively delivered with a learner first approach for what is recognized as the premier scientific meeting in the world devoted to rheumatic diseases.

DUTIES & RESPONSIBILITIES:

  • Serve as the primary staff liaison to Annual Meeting Planning Subcommittee (AMPC) and their associated planning groups working with them and Sr. Leadership to establish program goals/objectives and deliver high-quality content to achieve those goals.  Duties include and are not limited to:
    • Coordinate with the internal annual meeting leadership team to ensure initiatives under their purview are appropriately communicated to subcommittees and to ensure alignment with educational content and other annual meeting initiatives.
    • Oversee the AMPC and MSUS committee to develop and produce the educational program, which includes more than 600 speakers and 150-170 scientific sessions, 150 MTP/Workshops/Study Groups, and content for 20 community hubs. Program development includes timeline/schedule, agenda/grid, and pricing model that are subsequently conveyed to Meeting Services and Content Delivery Teams for input and tracking.
    • Work with AMPC chair to confirm committee nominations and assignments and ensure the roles are appropriately documented and submitted to the committee on education for approval.
    • Develop & deliver a cohesive scientific program by aligning invited speakers and abstracts processes and strategies in collaboration with the Content Delivery (Submissions) Team.
    • Contribute to the successful coordination of faculty/speakers and abstract presenters by ensuring accurate and timely faculty information is provided to Content Team for setup and delivery
    • Develop annual meeting program/speaker evaluations and needs assessments in partnership with CME/MOC and Data Analytics and ensuring they are appropriately produced/distributed.
    • Working with Project Manager and Education Marketing & Communications to ensure the coordination of information and committee activities between AMPC and other ACR committees who contribute educational content to the annual meeting, including but not limited to - CORC, Strategic Relations, Research & Training, Quality, Government Affairs, ARP, and the Foundation that are components of or held in conjunction with the annual meeting activities, e.g., exhibitors, third-party symposia, social events, committee meetings, lounges/networking etc.
  • Work with Specialist, CME/MOC on creation and management of CME activity files and creation of grant applications in compliance with ACCME requirements and ACR practices and policies by providing input to help ensure educational needs of the target audience are identified and linked to objectives, content and outcomes and that evaluation tools are developed during the planning process. Contribute to the development of detailed action plans and critically evaluate solutions by considering data, precedents, and input from stakeholders; weigh and balance information.  Provide information/assistance as requested to ensure final activity reports are submitted within 90 days post activity.
  • Partner with Annual Meeting Project Manager, Sr. Leadership, Committee(s), and other relevant staff to:
    • Develop comprehensive project management plan including project team development and creation of project timeline/schedule that includes both key milestones and all major tasks with the owner and due dates and aligns with Annual Meeting leadership and Committee expectations and goals.
    • Develop budget(s) ensuring income (including registration, grants etc.)  and expense for annual meeting vendors, including but not limited to the following are accounted for: faculty expenses, convention centers, hotels, food and beverage vendors, security, social event sites, housing, and registration companies, audio-visual services, technology platforms and consulting services, Wi-Fi, travel and car rental agencies, childcare agency, insurance companies, busing vendor, temporary staff, and general contractor.
    • Establish events/products/pricing for programs aligned with ACR Pricing Model/Strategy and follow established business rules and guidelines.
  • Contribute to the development and implementation of annual meeting marketing initiatives by providing input to the Education Marketing & Communications Sr. Specialist to ensure effective and timely coordination of information and promotions including but not limited to;
    • Provide speaker and session recommendations to highlight to participants.
    • Assist with the development of copy for the Call for Abstracts brochure, registration brochures, materials and communications, learner resources, and materials.
    • Provide input to ensure effective and timely coordination of information, as it relates to logistics, to appropriate staff liaisons and planning committees, including but not limited to management and dissemination of registration discount codes to appropriate individuals.
  • Contribute to logistical planning for Annual Meeting. Relevant duties include:
    • Work with Meeting Planner to evaluate facility proposals, oversee site selection, and confirm logistical arrangements per contracts with meeting venue/facility/vendors, including preparing documentation and function specifications to ensure room setup, transportation, audio-visual, housing, and food and beverage requirements are met and align with budgets.
    • Manage cross-team communication of speaker/session ADA requests, audio/visual needs, digital signage, meeting room setup, equipment/supplies rentals, attendance, and staff resources prior to the meeting and onsite.      
    • Prepare and deliver appropriate meeting announcements regarding changes in schedule, rooms, etc.
    • Work with Specialist, CME/MOC & Faculty Management to ensure the plan for management and oversight of speakers' onsite to ensure compliance with the ACR speaker policies and requirements.
  • Partners with Annual Meeting Project Manager and Data Analytics / IT to ensure reports/dashboards etc., are established to track and measure program performance, including registration statistics that provide data to aid in budget development and tracking and provides data to oversight committees to drive decisions.  Provide information/guidance as needed to Annual Meeting Project manager for creation and update of progress reports, revenue reporting (including grant reconciliation for accounting), final communication(s).
  • Direct supervision of Program Coordinator:
    • Recruits for the position as the hiring manager and selects qualified talent.
    • Provides clarity to responsibilities, goals, and objectives and guidance and support to employees to complete work activities.
    • Responsible for employee development; provide timely coaching and feedback to ensure performance is in alignment with expectations and provides opportunities for acquisition of skills and knowledge necessary to succeed in the current role and advance employee's career.

QUALIFICATIONS:

  • BS/BA in related discipline with eight (8) years’ experience working with national medical association educational meetings or MS/MA/MBA/JD with five (5) years’ experience
  • Demonstrated success in effectively working with volunteers to develop and staff to deliver high-quality educational meetings that meet or exceed learner expectations required.
  • Familiarity with and experience adhering to organizational policies and procedures for compliance with accreditation requirements as specified by the Accreditation Council for Continuing Medical Education (ACCME) and the American Board of Internal Medicine (ABIM) Maintenance of Certification (MOC) Program required.
  • Extensive experience with membership databases and Microsoft Office programs is essential, including Excel, Internet Explorer, PowerPoint, Outlook, and Word.
  • Excellent interpersonal skills with demonstrated ability to work with multi-level staff, volunteers, members, and vendors tactfully and efficiently
  • Clear oral and written communication, including experience communicating with internal and external teams that may involve project coordination, information sharing, and resolution of problems
  • Detailed-oriented and a self-starter with the ability to work independently, effectively organize and exercise judgment in prioritizing responsibilities
  • Project management skills and demonstrated ability to balance multiple priorities and meet deadlines
  • Experience in Google Chrome, Safari, Firefox, and JIRA or other ticketing software and Cadmium CD is preferred

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.

Similar jobs

Similar jobs