The coordinator serves as support staff to the Office of Scientific Programs and directly supports the Director of Scientific Programs. The Coordinator facilitates the planning and implementation of assigned formats; provides information and technical assistance to prospective and selected program participants regarding CME requirements and submission processes; responds to meeting-related inquiries; and collaborates on all phases of conference-related publications. The Coordinator assists in the ongoing maintenance and improvement of the online submission system and conference program database.
DUTIES & RESPONSIBILITIES Assists the Director and Associate Director in staffing the scientific program committees (SPCs) for the APA Annual Meeting and Mental Health Services Conference.Assist in all aspects of the SPC subcommittee meeting, including room set-up, food and beverage and collating meeting materials such as folders, grading sheets, minutes, agenda and evaluation data.Answer questions that the SPC member may have about formats.Prepare and send correspondence on behalf of the SPC and office Director to speakers.Draft Minutes and Agendas for all internal meetings including, not limit to, committee meetings.Update tracking grids forCompiles background materials for prospective submitters; participates in quality control/proofreading and monitoring of submission activities; tracks the delivery of speaker provided materials; enters data into submission system related to accept, rejects and scheduling; and compiles background materials on perspective speakers.Completes program development tasks on meeting timelines including tasks that may occur simultaneously.Assists in the development, testing, and revision of the submission site and administrative modules. Participate in QC/QA testing of websites.Monitors prospective participants’ submissions for completeness regarding CME requirements.Responds to inquiries and complaints via email and/or phone and keeps track of special requests submitted by speakers.Coordinates volunteers’ activities at the meetings to monitor sessions at the annual meeting and Mental Health Services Conference.Assists in staffing the Annual Meeting and Mental Health Services Conference by helping SPC members, APA staff, APA members, and attendees.Submits notes regarding the Annual Meeting and Mental Health Services Conference to the Director, including problems incurred and recommendations for the future.Supports users with the submission system and respond to phone and email inquiries from members about the Annual Meeting or Mental Health Services Conference scientific program.Answers phone and email-based tickets from members, speakers, and potential faculty who have questions about their submissions or their participation in the Annual Meeting or Mental Health Services Conference.Prepares and proof-read various reports with respect to presenters and session information.Prepares various session reports for the annual or Mental Health Services Conference meeting in publications as assigned.Coordinates all program changes and cancellations and provide manuscript for the four editions of the Daily Bulletin.Ensures that all changes made to publications have also been updated in the database.The coordinator provides administrative support to the Director regarding routine recordkeeping and filing, preparing drafts of narrative and statistical reports based on meeting activities, assists with design and updating of the Office web site, maintaining Office calendars, and other tasks as assigned.Assists in updating timelines and schedules for internal and external meetings as requested.Creates and updates timelines for meeting-related production deadlines.Maintains central office files for program-related activities.Other duties as assigned COMPETENCIES
The Coordinator’s performance on these duties and responsibilities will be measured using the following competencies:
SCOPE & IMPACT Supports the Office of Scientific Programs by performing the duties listed above and contributes suggestions to improve processesPresents a positive image of the Office of Scientific Programs and APA to stakeholders on regularly scheduled calls with the Scientific Program CommitteeSuccess is frequently measured by the completion of individual tasks
COMPLEXITY, PROBLEM SOLVING & DECISION-MAKING Completes routine tasks while adhering to well-defined rules and standardsWork output is often a predictable product that is used by others to perform larger portions of the end resultIdentifies routine and predictable problems and recommends solutions to managementReviews departmental timelines for assigned tasks and works ahead to ensure all tasks are completed by the established deadlines, not simply started
RELATIONSHIP MANAGEMENT & AUTHORITY Relationships primarily follow established protocolRelationships may include significant interactions with members, customers, other employees, and vendors via phone calls, emails, and other modes of communicationUses tact and discretion to obtain cooperation and understanding on routine mattersMakes use of established relationships to obtain deliverables and meet expected milestones, escalating any delays to management in a timely manner
ORGANIZATIONAL KNOWLEDGE Demonstrates a limited understanding of relationships and responsibilities within the departmentDemonstrates a limited knowledge of policies, procedures, and terminologyRecognizes when current knowledge of departmental policies is insufficient to address current needs and either escalates inquiry or seeks clarification and/or additional information to better assist members
SUPERVISION No direct management or supervisor duties
PHYSICAL DEMANDS Normal demands associated with an office environmentAbility to work on computer for prolonged periods, communicate with individuals by telephone, e-mail and face to faceOccasional lifting of up to 25 lbsSome travel may be required
REQUIRED SKILLS, EXPERIENCE, AND QUALIFICATIONS High school diploma or BA/BS or 0-2 years of experiencePMP, CAPM, DES and/or CMP certification desired but not requiredThis position requires strong written, oral, proofreading, editorial, and data entry skills.Must have a good command of spelling and grammar.Ability to understand and synthesize material quickly and proofread for accuracy.Must be extremely detail oriented and have excellent coordination and interpersonal skills, with ability to organize and set priorities for multiple simultaneous activities; and work independently with minimal supervision.Familiarity with scientific session planning, conference management and abstract management software.Familiar with CME and ACCME guidelines and practices desired but not required.Technical skills required: MS Office, Internet searches, SharePoint, and other relational databases.
Salary-$21.32-$26.87/hour
EOE, including disability/vets PandoLogic. Category:Hospitality & Tourism, Keywords:Conference Specialist, Location:Washington, DC-20024
