Specialist, Scientific Conference Programming

2 weeks ago

Chicago, United States Alzheimer's Association Full time

The Specialist, Scientific Conference Programming will support Medical and Scientific (MedSci) leaders in the agenda planning, logistics and execution of a variety of scientific meetings. Such meetings span in-person, hybrid and virtual scientific conferences and ancillary meetings. In addition to working closely with internal partner divisions, the Specialist will also act as a key point of contact for external stakeholders, representing the Alzheimer’s Association in a positive, professional manner.

**Responsibilities**

Essential functions and responsibilities include, but are not limited to:

- Support the Alzheimer’s Association International Conference (AAIC) and all other scientific conferences, including
- Prepare and coordinate travel arrangements for staff, SPC, speakers, awardees, CME and any other program-related vendors.
- Administer the travel fellowship awards program, including reimbursements
- Schedule, prepare and staff all virtual and in-person meetings of the Scientific Program Committee (e.g. AV needs)
- Manage the inbox and phone line for all conferences, ensuring prompt replies
- Ensure smooth running of the scientific program on site, including timely collection of slides, speaker prep
- Prepare reports for internal and external dissemination, meet deadlines for internal and external communications
- Collaborate with Conference Services on logistics for planning and execution of pre-conference / shoulder / ancillary meetings at AAIC and other conferences. Work with MedSci leadership and Conference Services to fully support all appropriate staff schedules for in-person, hybrid and virtual AAIC meetings
- Lead the logístical organization for MedSci events at external conferences. Includes planning and on-the-day implementation of exhibits, office space, refreshments, meetings and other events. Ensure coordination of plans with ISTAART, Grants, Programs, and Diversity, Equity and Inclusion, and Association leadership teams.
- Lead the planning and implementation of logistics for in-person and virtual committee meetings, and other MedSci meetings as appropriate. Includes travel and accommodation logistics (bookings, reimbursements etc.) in collaboration with Conference Services.
- Oversee meeting budgets and invoicing in line with organizational policies and work closely with the Division budget process to ensure all meetings appropriately related expenses are incorporated.

**Qualifications**
- Bachelor’s Degree
- 5 years or more experience

**Knowledge, Skills and Abilities**
- Exceptional project management and time management skills, with the ability to manage logistics for 50+ meetings and timelines simultaneously with special attention to attendees needs, requirements, and schedules.
- Responsibilities include: creating and managing MedSci meeting budgets, researching and recommending meeting venues, negotiating contracts for dinners and receptions hosted by the Association MedSci leadership, preparing detailed meeting specifications to be shared with several other internal departments, working with vendors and conference services team, reconciling invoices to outside vendors, negotiating contracts for dinners and receptions hosted by the Association MedSci leadership, and following-up with reimbursements.
- Ability to communicate well and disperse clear information to event attendees as it arises, site visits to future locations, travel to events (with weekends and evenings included)
- Ability to work effectively both independently and in a team environment.
- Experience and clear fluency using virtual platforms (such as zoom) and able to quickly adapt to and learn new technology interfaces.
- Strong interpersonal skills, with the ability to represent the Alzheimer’s Association in a positive, professional manner to key opinion leaders and stakeholders across a multitude of settings
- Ability to travel throughout the US by plane and surface transportation, as well as travel internationally as needed. Must possess a valid passport.

**Title: Specialist, Scientific Conference Programming**

**Position Location: Chicago, IL**

**Full time based on 37.5 hours per week minimum**

**Position Grade: 506 Exempt**

**Reports To: Director, Scientific Conference Programming**

**Who We Are**:
The Alzheimer’s Association is the leading voluntary health organization in Alzheimer’s care, support and research. Our mission is to lead the way to end Alzheimer's and all other dementia
- by accelerating global research, driving risk reduction and early detection, and maximizing quality care and support.

At the Alzheimer’s Association, our employees are at the core of all we do. Our network of more than 1,900 employees across the United States makes a difference each and every day for those impacted by Alzheimer’s and those at risk for the disease.

At the Alzheimer's Association®, we believe that diverse perspectives are critical to achieving health equity - meaning that all comm

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