The American Orthopaedic Association (AOA) is seeking to fill a full-time position:
Title: Meetings, Education, and Fellowships Specialist
Reports to: Associate Manager, Meetings & Fellowships
Position Summary: Meetings, Education, and Fellowships Specialist
The Meetings, Education, and Fellowships Specialist helps support the Associate Meetings & Fellowships Manager and Associate Manager, Education Programs in the development and execution of AOA education programs/products. The Specialist is a professional who works collaboratively with other AOA staff to coordinate a diverse range of products/services and assists with strategic plan implementation for related responsibilities. This position assists with general office administration.
Duties and Responsibilities
- Performs an array of administrative tasks in the support and execution of AOA projects/programs.
- Provides general support for AOA educational programs and related committees, including scheduling conference calls, researching background materials, developing/distributing meeting agendas and materials, encouraging member participation, writing minutes, etc
- Using online abstract management system, coordinate correspondence with abstract submitters (acceptance/regrets) as well speaker/faculty/moderator communications; tracking, formatting, and preparing speaker disclosure forms.
- Assist with uploading educational content into the AOA’s Learning Management System. Ensure processes are maintained.
- Establish and maintain files and document procedures pertinent to the position.
- Understand, communicate and advance overall AOA strategic objectives.
- Assist with content management support for website and electronic communications as needed.
- Assists with registration/marketing materials and other logistical arrangements for Annual Leadership Meetings, Fellowships, Young Leaders Forums, Regional Courses, webinars, and other leadership programming.
- Generates, analyzes, and distributes reports from database.
- Respond to inquiries made to general e-mail inboxes on a daily basis.
- Update website content for supporting areas.
- Undertakes special projects and performs other duties as assigned.
- Provides telephone coverage and responds to inquiries regarding AOA initiatives.
Meeting Planning Functions
- Assist with logistics for AOA functions including various areas of the Annual Leadership Meetings (i.e. opening ceremony, speaker correspondence, disclosure process, CME application, etc.), committee meetings, and events.
- Work with assigned vendors to coordinate details for the Annual Leadership Meetings, as well as other meetings (includes vendors for air travel, poster boards, signage, shuttle, tours, audience response system, badges and ribbons, hotel, etc.)
- Participate in the production of published meeting programs, including compiling necessary components and working with staff liaisons, proofing/editing of program, etc.
- Process applications, respond to fellowship inquiries, and prepare draft communications as needed.
- Send invitations for Fellowship-related functions.
- Prepare reports as requested for historical purposes.
- Coordinate shipping of items to/from AOA Annual Leadership Meetings site and as otherwise needed.
- Organize signage needs for meeting functions.
- Assist with invitations and tracking responses for AOA committees and events.
- Prepare meeting materials (tent cards, seating assignments, badges, etc.) in preparation for meetings.
Knowledge, Skills and Abilities
- Education: Bachelors’ degree required. ]
- Experience: At least 2 years of meetings/program support preferred. Past association management experience, proven experience working with health care professionals, and knowledge of continuing medical education (CME) a plus.
- Specific Skills:
- Strong organization/prioritization skills and ability to coordinate a high volume of details and a variety of projects necessary.
- Excellent customer service, problem-solving and interpersonal skills with ability to work independently as well as part of a team are expected.
- Excellent written, with high attention to detail, and verbal communication skills required.
- Experience in Microsoft Office tools
- Moderate: 7-10 days out-of-town travel
- Approximately 5 -7 evening conference calls/year
Please send cover letter and resume to: