TITLE:

National Conference Project Specialist

REPORTING RELATIONSHIP:

Director, National Conference Education Activities

BASIC FUNCTION:

In collaboration with American Academy of Pediatrics (AAP) section and council staff, manage related abstract programs for the National Conference & Exhibition (National Conference). Assist with coordination of the National Conference section/council programs and hands-on learning sessions. Manage appropriate vendors for the collection, review, and distribution of section/council program and course content to attendees. Develop and coordinate related program communications and information.

DUTIES AND RESPONSIBILITIES:

1. Administer the abstract process for sections and councils at the National Conference in collaboration with appropriate staff and assigned vendors. Serve as a point of contact for section and council staff on the abstract process.

2. Assist with the development and distribution of the call for abstracts and call for section and council educational programs (H-programs) and courses. Compile the necessary information from section/council staff.

3. Distribute communication materials for AAP constituent group volunteers (Program Chairs and Abstract Chairs) and section and council staff to understand the H-program and abstract process.

4. Assist with scheduling, organizing, and coordinating section/council programs and courses of the National Conference, including compiling information for the Conference Platform and Mobile App and maintaining accurate session descriptions and agendas for H-programs and courses. Review and coordinate necessary edits to the section and council programs in a timeline manner.

5. Coordinate teaching assistant requests and communication.

6. Coordinate In-Kind letters of agreement for hands-on learning workshops and courses and ensure accuracy on the website.

7. Assist with the scheduling and coordination of hands-on learning workshops and courses.

8. Coordinate abstract program requirements and needs with the abstract management vendor. Ensure accuracy in the launch and management of the call for abstracts and submissions/data. Coordinate updates with the vendor, as needed.

9. Build and maintain the abstract database. Collaborate with vendor to design and troubleshoot data-related processes/workflows. Recommend system and process improvements to increase efficiencies.

10. Oversee the abstract review process by identifying reviewers, assigning reviews based on section and council program-specific criteria, and working closely with abstract chairs to ensure final decisions are recorded and disseminated to abstract submitters. Recommend process improvements to increase efficiencies.

11. Manage the administrative process for Conflict of Interest (COI) disclosures for abstracts and section/council programs submissions, including maintaining disclosure information in the system, preparing communications, tracking responses, and addressing questions. Compile information for the disclosure grid.

12. Develop, compile, and distribute information on abstracts, H-programs, and courses to AAP staff and constituent groups, including reports, program books, and other information as requested.

13. Serve as first-line responder to abstracts inquiries and email account (abstracts@aap.org); coordinate responses with appropriate AAP staff, as needed. Maintain exemplary customer service through communications with AAP staff, Program Chairs, and Abstract Chairs and address questions and issues on a timely basis.

14. Collaborate with Meetings and Travel on the administration of the H-programs and courses held at the National Conference.

15. Serve as the primary contact for abstracts onsite at the National Conference. Conduct H-program room checks, participate in staff and planning group meetings to identify issues requiring attention during or after the conference, and provide other assistance, as needed.

16. Perform other duties as assigned.

EDUCATION:

Bachelor's degree in adult education, business, communications, or related discipline required or an equivalent combination of relevant education and work experience.

EXPERIENCE:

Two to three years' general project coordination experience required, including running database reports and drafting communications. Experience in a membership association and/or CME environment helpful.

ESSENTIAL SKILLS:

Excellent organizational, verbal/written communication, proofreading, interpersonal, diplomacy and problem-solving skills essential. Must be able to take initiative, coordinate multiple projects simultaneously, manage a heavy workload, pay close attention to detail, collaborate effectively with various internal and external constituents, work both independently and as part of a team, and promote and maintain a positive and cooperative team-oriented work environment with a commitment to equity, diversity, and inclusion. Strong technical acumen essential with proficiency in MS Office, experience with databases and web maintenance software (eg, SharePoint), and the ability to learn and apply new technologies required; experience with Adobe Pro and virtual meeting platforms (eg, WebEx, Teams) strongly preferred. Some overtime, weekend work, and travel required.

To learn more about the organization, see a full job description, and/or apply for the position, please visit https://www.aap.org/employment.

The AAP offers an excellent work environment, competitive salary, and a comprehensive benefits package. As a reaffirmation to our employee-focused culture, since 2005 the AAP has been named one of the 101 Best and Brightest Companies to Work for in the Chicagoland area. Additionally, we are an Equal Opportunity Employer of Minorities, Females, Individuals with Disabilities, and Veterans that values the strength diversity brings to our workplace.

Reasonable Accommodation: Individuals with a disability in need of a reasonable accommodation regarding the job application process may call 630-626-6297. Please note, only those inquiries concerning a request for reasonable accommodation will receive a response.

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