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Program Coordinator

3 months ago

Schaumburg, United States Congress of Neurological Surgeons (CNS) Full time

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.