Title of Position:
Meetings and Continuing Medical Education Coordinator
Department: Meetings and Continuing Medical Education
Reports To: Deputy Director of Meetings
Supervises: N/A
FLSA Status: Non-Exempt
Position Description: The American Academy of Child & Adolescent Psychiatry (AACAP) Meetings Department plans meetings to
educate its members and other physicians, including the Annual Meeting (4,000+ attendees, including 90
exhibits), the Pediatric Psychopharmacology Update Institute (750+ attendees), the Hansen Annual Update
Course (200 attendees), the Legislative Conference (200 attendees), and 20 small committee meetings (20 or
fewer attendees).
The Meetings and Continuing Medical Education Coordinator works with the Director of Meetings and CME,
Deputy Director of Education and Recertification, and Senior Conference Advisor, as well as others in the
department, to negotiate, plan, coordinate, and manage onsite logistics for these events and has direct
responsibility for the volunteer management portion of the Annual Meeting (Monitor Program) among other
Annual Meeting projects, support of the mid‐sized meetings, and most committee meetings.
The Coordinator is the Swiss Army Knife of the department – remarkably organized; quick‐to‐adapt; happy to
help co‐workers, members, and vendors; and a detail fanatic. This position requires an individual that thrives
on the desire to provide exceptional support to their team and organization, with a smile.
PERFORMANCE OBJECTIVES:
- Responsible for all department administrative duties, including written and oral communication with
members, vendors, and internal staff; data entry and maintenance; compilation of meeting
evaluations, and other responsibilities as assigned.
- Maintain and update administrative records and provide logistical and hands‐on support for all AACAP
meetings, including in‐house events and committee meetings. To AACAP, logistical and hands‐on
support includes understanding meeting requirements; maintenance of travel requirements for
attendees; set‐up, oversight, and break‐down/clean‐up of in‐house events; placing orders with outside
vendors, and clear communication with members, vendors, and internal departments.
- Firm and fair interaction with vendors, especially hotels and restaurants, to plan successful AACAP
events.
- Set‐up, test, troubleshoot and maintain AACAP’s Annual Meeting Monitor program, our system of
coordinating student volunteers at our meetings. This program is integral to the functioning of the
Annual Meeting and requires high levels of responsibility and involvement. Some specific duties
include constant and specific communication with volunteers and internal departments to create a
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complex schedule, onsite training and volunteer management, and willingness to learn and use new
technologies to ensure a successful program.
- Interact with thousands of speakers throughout the year to clearly communicate processes, tasks,
deadlines, and reminders.
- Strong writing and editing of multiple publications, including marketing pieces, web content, scientific
documents, and PowerPoint presentations. A successful candidate will have an impeccable grasp of the
English language as well as a flair for creative wordsmithing.
- Organized multitasking to coordinate numerous smaller Annual Meeting projects, e.g., sign/copy
orders, honoraria/scholarship details, reunion/reception requests, etc.
- Serve as an administrative liaison to several committees with responsibilities including written and oral
communications with committee members; detailed note‐taking to create meeting minutes and
communication to staff about action items; and active meeting and/or conference call participation.
- Always ready to jump in and help with other duties as assigned.
SKILLS:
- Positive, hard‐working attitude.
- Exceptional project management and customer service with an eye on continuous improvement.
- A basic knowledge of how hotels function, meeting room arrangements/set‐ups, food and beverage,
when and how to obtain supplier services such as audiovisual, shipping, etc., is preferred.
- Strong oral, written, and interpersonal communication skills.
- Strong attention to detail and the ability to manage multiple projects and deadlines.
- Must be organized, able to plan ahead to meet deadlines, able to work in a fast‐paced environment,
and possess excellent time management and prioritization skills.
- Excellent computer skills, especially in Microsoft Office. Adobe InDesign, iMIS, and Adobe Acrobat a
plus.
- Scientifically‐inclined a plus, but if not, a willingness and enthusiasm to learn about the field of
psychiatry.
QUALIFICATIONS:
- Bachelor’s degree required.
- Experience in meeting or event planning strongly preferred.
- Nonprofit association and medical/scientific association experience a plus.
- Must be able to travel an aggregate of approximately 1‐2 weeks per year, including some weekends.
- Must be physically able to set up for meetings, carrying and moving items such as signs, platters,
drinks, small AV equipment, etc.