Program Coordinator

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.

Travel Requirements

20-25% air travel required.