Scientific Education Program Manager

Coordinate critical components for the scientific program held during AABB annual meeting and other in-person and virtual meetings.

1. Major Responsibilities: Oversee key scientific education program components to ensure that the Association’s offerings are of the highest standards and quality. Specifically:
   1. Continuing Education / Continuing Medical Education (CE/CME) Compliance
      1. Assist with review of presentations and other documentation required for CME compliance.
      2. 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.).
   2. Abstract Management
      1. Primary contact for all abstract authors and oral abstract moderators in regards to content, schedule, and meeting deadlines.
      2. 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.
      3. Prepare communications for reviewers, committee members, abstract authors, and oral abstract moderators.
      4. 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).
      5. 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.
      6. Collaborate with the Meetings staff to finalize operational considerations for the onsite and virtual poster hall and oral abstract session.
   3. Annual Meeting Activities
      1. Provide staff support in the Speaker Ready Room onsite at the AABB Annual Meeting.
      2. Coordinate posters and oral sessions onsite as needed.
   4. Committee Duties
      1. Serve as Staff liaison to Selection of Abstracts Committee and other ad hoc workgroups or task forces related to abstracts and the scientific program. .
      2. Prepare for and attend abstract related committee meetings.
      3. Manage committee correspondence and meeting notes.
   5. Other Duties
      1. Assist Vice President in creating department budget and keeping department in-line with projected expenses and revenue.
      2. Collaborate with meetings staff on logistical components for the abstract programs.
      3. Work closely with department to ensure all processes, policies and procedures are documented and updated as needed. Recommend process improvements to increase efficiencies.
      4. Provide support for other educational activities as needed.
      5. Address external inquiries regarding all assigned activities in a timely manner.
      6. Respond to inquiries from attendees and faculty.
      7. Serve as staff backup on eCasts.
2. 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.
3. 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.
4. Role Specific Certifications:
   • None required.
5. 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.
6. 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.
7. 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.
8. 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.
9. 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.

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