POSITION SUMMARY DESCRIPTION:

The Specialist, Abstracts & Annual Meeting will work with the Senior Director, Annual Scientific Meeting to manage the planning, development, and implementation of the Annual Scientific Meeting abstract processes, study groups, and the Meet-the-Professor sessions. In addition, this individual will coordinate and assist with implementation of annual meeting marketing efforts.

QUALIFICATIONS:

• Bachelor’s degree or equivalent professional experience


• Extensive experience with Microsoft Office including Access, Excel, Internet Explorer, PowerPoint, Outlook, Word, and online databases


• Self-starter with demonstrated ability to maintain accountability and manage multiple priorities


• Knowledge regarding Accreditation Council for Continuing Medical Education (ACCME) Essential Areas and Elements (including the Standards for Commercial Support) and Accreditation Policies preferred


• Excellent interpersonal skills with the ability to interact and communicate professionally and effectively with a wide variety of individuals, including volunteers, staff, speakers, and vendors


• Detail-oriented with excellent oral and written communication skills


• Experience with continuing medical education highly desirable

DUTIES & RESPONSIBILITIES:

• Manage the abstract selection process, which includes:
  
  
  
  • Call For Abstracts
  
  
  • Communicating with Abstract category chairs
  
  
  • Abstract review and selection
  
  
  • Generating status reports and maintaining historical reports
  
  
  • Abstract numbering
  
  
  • Session building
  
  
  • Resolving presenter conflicts of interest
  
  
  • Poster placement and signage
  
  
  • Maintaining standard operation procedures related to abstract submission and review processes
  
  
  • Coordinating communication and processes with the ARHP regarding ARHP abstracts
  
  
  • Developing copy and working with ACR Webmaster to ensure Web pages related to abstracts are updated and accurate
  
  
  • Respond to all inquiries related to abstracts
  
  
  
  


• Manage external abstract company, which includes:
  
  
  
  • Coordinating yearly planning meeting and production timelines
  
  
  • Developing specifications for submission, reviewers, and program planner Web sites
  
  
  • Developing copy for notification announcements
  
  
  • Developing keyword categories
  
  
  • Managing and tracking the allocation of fees for the study groups; keeping track of expenses for the Meet-the-Professor sessions and workshops and submitting final expense figures to Sr. Director, Annual Scientific Meeting
  
  
  • Generating vendor check requisitions
  
  
  
  


• Serve as staff liaison for the Abstract Selection Subcommittee, which includes:
  
  
  
  • Working directly with the abstract selection committee chairs and all category chairs/reviewers throughout the abstract process
  
  
  • Maintaining and updating Abstract Selection Subcommittee rosters
  
  
  • Managing reviewer invitation process
  
  
  • Coordinating conference calls & meetings and recording minutes
  
  
  
  


• Develop copy and manage production of the Call For Abstracts brochure and Abstract Supplement
  
  
  
  • Work with publisher of the Arthritis & Rheumatism abstract supplement to coordinate supplement production
  
  
  
  


• Develop schedules, train, and manage temporary on-site staff during the annual meeting


• Manage Meet-the-Professor sessions, which includes corresponding with speakers and collecting speaker materials for the creation of the Meet-the-Professor syllabi


• Manage study groups, which includes reviewing applications, corresponding with study group coordinators, and designating room assignments


• Generate honoraria and expense reimbursement check requisitions


• Develop copy and work with ACR Webmaster to ensure annual meeting speaker and study group Web pages are maintained


• Coordinate and assist with implementation of marketing plans as they relate to the annual meeting
  
  
  
  • Ensure annual meeting images and messages are appropriately and consistently used in all communications
  
  
  • Create promotional materials for the annual meeting and coordinate their production, which includes developing content for the annual meeting section of the ACR Web site, contributing to the ACR newsletter, and creating special promotions and order forms
  
  
  • Contribute copy and proofread annual meeting printed materials, including registration brochure, program book, etc.
  
  
  
  


• Be knowledgeable about and adhere to organizational policies and procedures for administration of educational programs in compliance with the Accreditation Council for Continuing Medical Education (ACCME)


• Some travel as necessary to fulfill job responsibilities


• Any other duties the Senior Director, Annual Scientific Meeting, Vice President, Education, or the ACR Executive Vice President may assign