Position Summary: The Meetings, Education, and Fellowships Specialist helps support the Associate Manager, Education Programs and Manager, Meetings & Fellowships in the development and execution of AOA education programs/products.
The Specialist is a professional who works collaboratively with other AOA staff to coordinate a diverse range of products/services and assists with strategic plan implementation for related responsibilities. This position assists with general office administration.
Primary duties and responsibilities include, but are not limited to:
Performs an array of administrative tasks in the support and execution of AOA projects/programs.
Provides general support for AOA educational programs and related committees, including scheduling conference calls, researching background materials, developing/distributing meeting agendas and materials, encouraging member participation, writing minutes, etc.
Establish and maintain files and document procedures pertinent to the position.
Understand, communicate and advance overall AOA strategic objectives.
Assist with content management support for website and electronic communications on a regular basis. Creates website content as needed.
Assists with registration/marketing materials and other logistical arrangements for Annual Leadership Meetings, Fellowships, Young Leaders Forums, Regional Courses, AOA|USC APEX Leadership Program, webinars, and other leadership programming.
Generates, analyzes, and distributes reports from database on a weekly basis.
Undertakes special projects and performs other duties as assigned.
Provides telephone coverage and responds to inquiries regarding AOA initiatives.
Monitor submission of online applications to Emerging Leaders Program, and supporting instructions, process applications, respond to inquires and prepare communications as necessary.
Maintain and participate in data collection on Emerging Leaders Program affiliates, for administration of relevant career stage membership benefits and useful reporting.
Coordinate recruitment efforts to Emerging Leaders Program from pools of early career surgeons, including drafting recruitment messages and new member communications.
Assist with basic Emerging Leaders Forum functions, including drafting speaker letter of agreements, processing data in Speaker Agreement system, monitoring and communicating speaker deadlines, processing speaker payments.
Assist with APEX cohort management including but not limited to general inquiries from individual cohort participants, tracking and coordination of payments, producing and monitoring schedule of general communications to cohort, and administration related to APEX Alumni benefits.
Field inquiries about APEX Leadership Program, responding with information as appropriate to individual and group parties.
Work with Marketing Communications department to ensure delivery of relevant communications on APEX Leadership Program and Emerging Leaders Program.
Provide administrative support to enable the successful implementation of three APEX in-person meetings by preparing necessary materials
Participate in conference calls with APEX Ambassadors and USC Faculty.
Assist with uploading educational content into the AOA’s Learning Management System. Ensure processes are maintained.
Meeting/Fellowship Planning Functions
Assist with logistics for AOA functions including various areas of the Annual Leadership Meetings, Committee Meetings, and events.
Provide oversight and onsite coordination of Annual Meeting temporary staff and other staff assigned to help with programs and logistics.
Organize VIP Housing for the Annual Meeting and provide weekly updates and reporting.
Work with assigned vendors to coordinate details for the Annual Leadership Meetings, as well as other meetings (includes vendors for air travel, etc.).
Participate in the production of published meeting programs, including compiling necessary components and working with staff liaisons, proofing/editing of program, updating website content, etc.
Assist in the production and launching of the AOA Connect mobile app, including completing templates, making updates, testing, and user support.
Process Fellowship applications and prepare draft communications as needed.
Send invitations for Fellowship-related functions.
Prepare reports as requested for historical purposes.
Assist with shipping of items to/from AOA Annual Leadership Meetings site and as otherwise needed.
Organize signage needs for meeting functions.
Assist with invitations and tracking responses for AOA committees and events.
Prepare meeting materials (tent cards, seating assignments, badges, etc.) in preparation for meetings.
Working Conditions/Travel: Moderate: 7-10 days out-of-town travel, plus approximately 5 -7 evening conference calls/year.
Experience: At least 2 years of meetings/program support preferred. Past association management experience, proven experience working with healthcare professionals, and knowledge of continuing medical education (CME) a plus.
Strong organization/prioritization skills and ability to coordinate a high volume of details and a variety of projects necessary.
Excellent customer service, problem-solving and interpersonal skills with ability to work independently as well as part of a team are expected.
Excellent written, with high attention to detail, and verbal communication skills required.
Experience in Microsoft Office tools
About The American Orthopaedic Association
The American Orthopaedic Association is the oldest and most distinguished orthopaedic association in the world. Founded in 1887, the AOA has had significant involvement in the founding of multiple, major orthopaedic organizations including the American Board of Orthopaedic Surgery, the Journal of Bone and Joint Surgery, the American Academy of Orthopaedic Surgeons, Orthopaedic Research and Education Foundation, and OMeGA Medical Grants Association. The AOA's mission is ''Engaging the orthopaedic community to develop leaders, strategies, and resources to guide the future of musculoskeletal care.'' This leadership organization's vision is to inspire the orthopaedic community to excellence through leadership. Organizational goals include: identifying leaders, developing and enhancing the competency of orthopaedic leadership, confronting the most relevant issues facing orthopaedics, and to be identified as an organization of academic leaders.