The Program Coordinator plans and executes meetings from concept to completion including request for proposals, contract review, registration administration, volunteer/faculty communication & coordination, invoice/expense processing. Coordinates membership services and provides administrative support. This position will be approximately 75% administrative support, 25% meeting planning.
Essential Duties and Responsibilities
Administration • Serves as Administrative Assistant to the CNS CEO. • Prepares and distributes correspondence, reports, letters, memoranda, e?mails, and other written material. • Coordinates doodle polls, web/conference calls. • General maintenance and technical support of website. • Receives, processes, and responds to incoming member calls and e?mail correspondence during regular business hours. • Provides membership administrative support, including:
Calls for payment of dues and registrations
Committees, including new member nomination process
Updating of online member directory
• Maintain mass electronic and/or physical mailing lists, as necessary. • Works with Membership, Committees, and ACGME residency programs. • Works with finance team to process expense payments and collect revenue.
Meeting Coordination • Planning meetings and courses both live and online, including sourcing, budgeting, contract negotiation, menu selection, audio visual planning, and post?event reconciliation. • Conducts vendor research, request for proposal process, cost comparison and contracting for restaurants/catering, hotels, transportation, institution host facilities, and additional vendors, as necessary. • Assists with meeting specifications, AV requirements and other third?party supplier needs (transportation, off?site social event venues, etc.). • Provides support with content/faculty, CME process and awards for Annual Meetings. • Plans and executes webinars. • Responsible for day?to?day registration operations and registration tracking for live courses and online meetings as assigned. • Assists with review of preliminary programs and final program books as assigned. • Collect faculty invitations, presentations and disclosures and works with CME Program Compliance Manager as directed. • Pre?meeting printing (including name badges where needed), shipping and binder composition for general on?site needs. • Supports future annual meeting and course site selection process. • On?site meeting coordination. • Assists with CNS meetings and other projects as assigned.
Qualifications • Minimum of two years related meeting planning experience, preferably in a medical/physician association or setting. • Bachelor's degree preferred. • Strong computer skills required, including expertise with Microsoft office suite: Outlook, Word, and Excel. • Proficient in use of internet. • Experience with database management is required. • Ability to effectively interact and collaborate with volunteer leaders. • Ability to manage multiple projects and meet deadlines. • Work with minimal supervision and exercise independent judgment and tact. • Excellent writing, grammatical, and proofreading skills required. • Strong interpersonal and oral communication skills required.