Job Posting: CME Conference Coordinator
Posted on SCMEC site: 1/2/2018
The AAGL serves women by advancing the safest and most efficacious diagnostic and therapeutic techniques that provide less invasive treatments for gynecologic conditions through integration of clinical practice, research, innovation and dialogue. The AAGL holds meetings, seminars and conferences to teach, instruct and exchange ideas connected with gynecological vaginal, robotic and laparoscopic surgery. The AAGL has annual revenues of about $6 million, no long-term debt and ambitious growth plans. With membership of almost 8000 physicians, AAGL is the strongest minimally invasive gynecologic surgery organization internationally. With more than 45 successful years of history, AAGL’s Board and Association members are enthusiastic about plans for growth, including additional regional conferences, development of a cognitive exam, testing of surgical skills and collecting research on patient outcomes. The Executive Director is in her sixteenth year and is surrounded by a stable and energetic senior leadership team.
As the CME Conference Coordinator, you will be working under the direction of the Professional Education Director, the Continuing Medical Education (CME) Conference Coordinator is responsible for developing and maintaining a culture that is responsive to the needs of AAGL and our physician learners. The CME Conference Coordinator will assist the Professional Education Director and Leadership to develop the strategy and organizational business objectives for AAGL courses, assuring compliance with Accreditation Council for Continuing Medical Education (ACCME) and American Medical Association (AMA) guidelines and achievements of organizational business objectives.
This position is responsible for the planning, coordination and implementation of logistics of multiple education activities. This includes, but is not limited to, knowledgeably promoting and supporting the department’s programs, coordinating all logistical aspects of assigned CME programs & courses and handling a wide variety of internal and external communication. It includes acting as liaison to a diverse population of faculty to coordinate meeting materials and scheduling. The position requires multi-task flexibility, strong detail orientation, problem solving skills, excellent follow through and the ability to work autonomously as well as interdependently and concurrently with many people, projects and programs. This position will be instrumental to help guide the logistical planning process and optimize visibility and marketing of programs as well as to develop creative solutions to facilitate the evolving educational models and formats. This position requires extended and weekend work hours based on the needs of the conferences.
What you get to do:
- Maintain CME activity files so they are complete and in the required format, both at the pre-and the post-activity stages.
- Prepare CME materials for committee approval and attend committee meetings when necessary. Provide activity planning background information at meetings as needed.
- Ensure that CME activity planning is based on documented needs assessment. Primary resources are activity director or planning group, past activity data and CME survey responses. As a secondary resource, research Internet, Medical Library, etc., to obtain relevant evidence-based data.
- Stay abreast of changes in Accreditation Council of Continuing Medical Education (ACCME) requirements, and comply with ACCME policies to maintain accreditation status. Attend professional development meetings as budget allows.
- Communicate with physician faculty, conference directors and commercial support company representative in accordance with ACCME guidelines.
- Partner with physician activity directors using professionalism and diplomacy, to plan and execute effective CME activities.
- Collaborate effectively with department representatives, who coordinate continuing education, to plan activities according ACCME Essentials and Standards.
- Work in partnership with the Grant Specialist to pursue educational grant income to offset expenses of on-going activities.
- Assist medical education leadership, including office supervisor, to estimate and maintain income and expenses, following up on grant collections so that individual activity budgets are closed timely within 90 days of post-activity.
- Play a role in activity promotion to attract the intended target audience. Review activity flyers and brochures in the production stage, coordinate special brochure mailings with the leadership, and review participant registration responses for medical education activities to monitor expected attendance. Work with the Marketing/Public Relations Department to promote upcoming activities.
- Coordinate logistics for on-site courses. Pre-activity includes scheduling, food order, room set-up and AV requests. Activity day includes speaker communication pre-arrival, attending to speaker needs (arrange travel and hotel as needed), attendees sign-in and other paperwork. Some of these duties may be delegated, but coordinator retains responsibility. (Pre-activity coordination may include the execution of confirmation letters to speakers and commercial supporters with appropriate material packets. In addition, coordination may include the collection of materials for the creation of the syllabus.)
- Provide excellent customer service to activity attendees and those who inquire about current information regarding CME requirements.
- Assist the support staff by answering department phones and assisting with any requests for information.
- Coordinate all CME activities and the administration of monthly conferences and annual activities.
- Plan and organize new CME initiatives and activities based on needs assessment data.
- Serve as an expert resource for information concerning the AMA and ACCME requirements for sponsoring Continuing Education activities. Must be familiar with the necessary forms of documentation in maintaining accreditation.
- Assure that the ACCME Essentials for Accreditation are met and maintained for every CME certified activity.
- Act as a liaison between office of CME and state medical society.
- Other projects as assigned.
- Bachelor’s degree and three years relevant experience or a combination of education and relevant experience preferred such as; planning events, conferences, programs, etc.
- Industry experience in “not for profit” organizations is a plus.
- Certification in meeting planning desired.
We reward nicely with an excellent benefits package that includes a competitive compensation, 100% employee covered health benefit plan options, vacation and holiday paid time off and an excellent 401-K program including a company match of 6%. In addition, we provide an education reimbursement program and a company paid annual conference trip participation, location differs each year.
Forward resumes to: Rlinsday at aagl.org
Note: As a service to the CME Community, SCMEC will post new positions available in CME whenever possible. The date the position was posted is indicated. Please do not contact SCMEC regarding these jobs. These positions have not been reviewed by SCMEC Leadership. If your organization has a position open, please use the “Contact Us” form to submit the information.