The Hip Society, The Knee Society Looking for Coordinator, Meetings and Education at Schaumburg, IL Full Time

The Hip Society | The Knee Society (HS/KS) Coordinator, Meetings and Education, is a key member of the team. The ideal candidate thrives in a fast-paced work environment and is willing to learn and adapt as the organizations’ education activities evolve. In tandem with the Meetings and Education Manager, the successful candidate will play a major role in the successful execution of all live meetings and educational programs of the Societies.

Responsibilities:

Education Logistics:     Coordinate and implement live in-person and hybrid educational offerings within defined budgets and timelines. (40%)

1. Facilitates speaker/faculty/presenter management. With direction from course Chairs and the Meetings and Education Manager, solicit speakers and prepare related communications materials, communicate with speakers regarding presenter logistics and expectations.  Develop, collect, and collate required speaker forms, presentations, and handouts.
2. Oversees “call for abstracts” process, including developing of submission site and managing submissions and related communications.
3. Collaborates with CME accreditor to ensure meetings are CME accredited according to ACCME and CME accreditor’s guidelines.
4. Oversees and maintains meeting records, such as registrations, speakers, programs, etc.
5. Assists in managing the societies’ LMS system, including uploading and reviewing content, building new courses.

Committee Support and Engagement:

Support the organizations’ missions and visions by serving as a liaison to assigned committees and project teams. (30%)

1. Works with leaderships of the Diversity, Equity & Inclusion Committee, Membership Committees, Fellowship & Mentorship Committees and other committees/work groups as assigned to implement the groups’ deliverables on time and within budget.
2. Reviews and evaluates activities on a regular basis; ensure groups are meeting objectives.
3. Assists leaderships with agenda development, arranges, coordinates and staffs in-person or virtual meetings; compiles and distributes agenda materials; writes appropriate reports; drafts, distributes, and archives meeting minutes/official business; conducts follow-up on action items; provides guidance as necessary.
4. Assists with committee projects as assigned; attend meetings as directed.

Meetings and Events Logistics Support:

Support the Meetings and Education Manager or the Executive Director in the design and delivery of attendee experiences at all organizations’ courses and meetings (25%)

1. Manages online registration; including creating the portal and processing registrations; coordinates and supervises on-site registration and temporary staff.
2. Prepares and distributes RFPs for Annual Meeting venues and support vendors.
3. Coordinates ancillary events (i.e., social events and spouse/guest programs).
4. Works with Meetings and Education Manager on solicitation and confirmation of industry support for educational events. Applies for support through industry portals as needed; assists in communicating with exhibitors/representatives regarding conference logistics.
5. Maintains websites; adds relevant information on ongoing basis
6. Other logistics responsibilities as assigned

General and Administrative Activities:

• Perform other duties as needed and assigned. (5%)

1. Prepares confidential and special reports as directed.
2. Develops timelines, procedures, and schedules for projects as assigned.
3. Provides administrative coordination as requested to facilitate society projects and activities.
4. Performs all other job-related duties as required or assigned.
5. Manages scheduling, logistics coordination, materials distribution, communications, surveys, and record keeping

Required:                     

• Undergraduate degree or equivalent work experience.
• Four years of association management experience.  Basic understanding of event planning and execution components.
• Proficiency in Microsoft Office Suite, Adobe, SurveyMonkey, Constant Contact, FormSite.
• Excellent member service mentality and delivery; effective verbal and written communication skills; strong organizational and time-management skills.
• Ability to think independently, proactively, and creatively.
• Strong problem-solving skills.  Ability to contribute new ideas and take risks.
• Must excel in a fast-paced, team-oriented environment.  Must possess collaborative and positive “can do” attitude.  This person must have integrity and earn credibility with leaders, members, vendors, and staff.

Desired:                       

• Experience with membership database (Member Clicks preferred); strong interest in online technology, social media and communications.
• Basic knowledge of CME accreditation
• CMP designation.