Coordinate critical components for the scientific program held during AABB annual meeting and other in-person and virtual meetings.
- Major Responsibilities: Oversee key scientific education program components to ensure that the Association’s offerings are of the highest standards and quality. Specifically:
- Continuing Education / Continuing Medical Education (CE/CME) Compliance
- Assist with review of presentations and other documentation required for CME compliance.
- Assist with updating/maintaining appropriate reporting to and documentation for CE agencies (such as Jont Accreditation, ACCME, CEBroker for Florida Lab Personnel and state boards such as Florida Nurses, California Labs, etc.).
- Abstract Management
- Primary contact for all abstract authors and oral abstract moderators in regards to content, schedule, and meeting deadlines.
- Oversee the abstract review process by identifying reviewers, assigning reviews based on topic-specific criteria, and working closely with committee chair to ensure final decisions are recorded and disseminated to abstract submitters.
- Prepare communications for reviewers, committee members, abstract authors, and oral abstract moderators.
- Manage abstract submission and selection process to include configuring and testing review site within the speaker management tool and coordination with selection committee. Coordinate and facilitate committee selection calls/meetings; capture outcomes of meetings (notes and updates to speaker management system).
- Coordinate annual abstract supplement including the generation of, proofing of, and submission of the report/output document to the publisher. Review and edit draft galleys.
- Collaborate with the Meetings staff to finalize operational considerations for the onsite and virtual poster hall and oral abstract session.
- Annual Meeting Activities
- Provide staff support in the Speaker Ready Room onsite at the AABB Annual Meeting.
- Coordinate posters and oral sessions onsite as needed.
- Committee Duties
- Serve as Staff liaison to Selection of Abstracts Committee and other ad hoc workgroups or task forces related to abstracts and the scientific program. .
- Prepare for and attend abstract related committee meetings.
- Manage committee correspondence and meeting notes.
- Other Duties
- Assist Vice President in creating department budget and keeping department in-line with projected expenses and revenue.
- Collaborate with meetings staff on logistical components for the abstract programs.
- Work closely with department to ensure all processes, policies and procedures are documented and updated as needed. Recommend process improvements to increase efficiencies.
- Provide support for other educational activities as needed.
- Address external inquiries regarding all assigned activities in a timely manner.
- Respond to inquiries from attendees and faculty.
- Serve as staff backup on eCasts.
- Nature and Purpose of Contact with Others:
- Internal – Works closely with marketing for messaging on abstract content coordination; works closely with meetings team for onsite abstract coordination.
- External – Coordinates with vendors, faculty and speakers for on-site meetings including collaborating with the faculty and onsite staff to ensure successful program. Manage and collaborate with committee members and appointed tasks forces and work groups of volunteer leaders.
- Education and Experience:
- Education – Bachelor’s degree or commensurate experience required.
- Experience–
- Minimum of three years coordinating education and/or scientific abstract programs, preferably in the healthcare field for an association.
- Experience working with speakers and volunteers.
- Strong organizational and project management skills.
- Excellent grammar, writing, communication skills and professional demeanor.
- Attention to detail, organization, critical thinking and ability to work well in a team environment with clinicians, executives, contractors, consultants, and other staff.
- Experience leading implementations on speaker/abstract management platform such as Cadmium, Confex, etc.
- Working knowledge of ACCME Criteria and Guidelines, highly desirable.
- Role Specific Certifications:
- Technical Competencies:
- Ability to manage large projects with limited supervision.
- Critical thinker who can identify sound solutions for the strategic vision of the scientific programs and association
- Ability to keep projects on deadline and move task forward to completion.
- Ability to work well with members, faculty, staff and vendors.
- Excellent organizational skills, project management skills, detail oriented and the ability to problem solve.
- Excellent oral and written communication skills
- Ability to handle stressful situations with composure.
- Behavioral Competencies:
- Achievement – Exhibiting the ability and willingness to expend great effort to achieve organizational and individual results seizing opportunities that are presented and learning from experience.
- Conceptual Thinking Uses knowledge of theory or of different past trends or situations to look at current situations. Applies and modifies complex learned concepts or methods appropriately; e.g., statistical process control, managerial styles, organizational culture, etc. This is evidence of more sophisticated pattern recognition.
- Customer Service Focus – Providing prompt, high quality service by effectively serving, managing and supporting staff, and internal and external customers.
- Expertise – Applying and developing technical and role specific skills and organizational knowledge.
- Flexibility– Influencing and embracing change by initiating new ideas, generating creative solutions, trying different ways to solve problems and adjusting effectively to new situations.
- Staff Requirements
- Working knowledge of Cadmium or other speaker management system (such as ScholarOne, Confex, Oasis, etc.)
- Working knowledge of Microsoft Office programs, including Excel, Word, PowerPoint, Outlook and other programs and databases as needed.
- Use of general office equipment.
- Perform other related duties incidental to the work described herein.
- Physical Requirements
- This position requires sitting (90%), standing (5%), and walking (5%). Additional physical requirements are as follows:
- Requires lifting materials of approximately 20-25 lbs.
- Often requires computer responsibility which involves extensive use of keyboard, mouse and monitor.
- Work Environment/Conditions
- Dayshift hours primarily
- Must be willing to travel, as needed. Travel and other work related assignments on weekends are possible.
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AABB is an equal-opportunity employer.
EEO/AAP