Job Posting for Meetings & Education Coordinator, AAAAI at Executive Director, Inc.
Meetings & Education Coordinator
REPORTS TO: Director of Meetings, AAAAI and Director of Education, AAAAI
DIRECT REPORTS: None
Responsible for coordinating administrative functions for the Annual Meeting including registrations, exhibitors, and various logistics; journal and manuscript review CME activities; and teaching slides. Provide consistent, quality customer service while responding to inquiries to meeting attendees by phone or email.
POSITION RESPONSIBILITIES (37.5 hours/week):
1. Annual Meeting:
Assist attendees with Annual Meeting registration/housing questions via telephone and email. Respond to all inquiries in a timely and professional manner. Coordinate development of invitation letters and registration announcements through work orders.
Serve as primary contact for exhibitors regarding applications, payments, completion/collection of required forms, booth assignment notifications, final program listings, exhibitor appointed contractors and mobile app enhancements; provide customer service to exhibitors; coordinate exhibit documentation.
Process function space approvals for affiliate functions.
Create the staff operations manual, oversee staff shipping of meeting materials and registration deliverables.
2. Education Programs:
Organize record-keeping for journal and manuscript review Continuing Medical Education (CME) activities in collaboration with journal editorial staff.
Facilitate the AAAAI’s Teaching Slide program, collaborating with AAAAI staff and committees to collect and maintain up to date resources on the AAAAI website.
Provide customer support to members and other learners regarding registration and claiming of credits in live and online activities outside of the Annual Meeting.
Perform administrative functions associated with AAAAI meetings and educational programs in a variety of online database systems, including the collection of outstanding balances and the creation of reports.
Serve as staff liaison to assigned committee(s).
Other duties as assigned.
AMOUNT OF TRAVEL REQUIRED: Approximately 1 week per year; some evening and weekend work may be required.
EDUCATION/EXPERIENCE REQUIRED: Computer proficiency including Word and Excel, outstanding customer service, problem-solving, interpersonal, organizational, writing, and communication skills, high accuracy and attention-to-detail required.
PHYSICAL REQUIREMENTS: Unrestricted mobility: must be able to walk great distances, move quickly from place to place, occasional lifting of up to 25 lbs. required at times.
*This position is located in downtown Milwaukee, WI and dedicated weekly days in the office are a requirement of the role.
*EDI requires new hires to be fully vaccinated against COVID-19, unless a medical or religious exemption applies and is approved. Being fully vaccinated means that an individual is at least two weeks past their final dose of an authorized CDC COVID-19 vaccine primary series regimen. As a condition of employment, newly hired employees will be required to provide proof of their COVID-19 vaccination.