The Meetings Manager is responsible for all aspects of planning and implementation of the Annual Meeting including budget, housing, scheduling, educational program content development, speaker coordination, vendor relationships, on-site management and logistics etc. A primary responsibility is working together with content experts to create high quality, interactive educational programs. This role also ensures ACCME compliance for Annual Meeting and year-round educational programs.
DUTIES & RESPONSIBILITIES:
Staff liaison to the AAP Program Committee to develop annual meeting content reflective of the evolving profession.
Manages proposal submissions for all courses and workshops including the acknowledgment and acceptance processes.
Develops and manages the meeting budget.
Handles housing; monitors the AAP room block and coordinates housing for AAP staff, speakers, etc. Researches, evaluates, selects, and negotiates contractors for audio-visual, exhibitor services, photography and transportation services.
Manages registration logistics including processing registrations and distributing vouchers to Academic Partners. Manages onsite operations, prepares packets and ships materials to the meeting site.
Works with the mobile app company to build and launch the meeting mobile app with the assistance of the communications department.
Handles all planning and on-site management regarding logistics such as FB, AV, vendors, etc. leading up to and during the annual meeting.
Advises and collects relevant materials from AAP annual meeting speakers such as procedural guidelines, honorariums, expenses, disclosures, handouts, etc.
Handles reconciliation of the invoices from annual meeting for the hotel, vendors, and speakers. Creates a financial report detailing the overall revenue and expenses from the annual meeting and compares to previous years.
Monitors industry changes regarding meeting planning, registration costs, etc. to ensure that AAP is consistent with industry standards and continuing to evolve and improve.
Tracks historical data such as attendance and evaluations and makes recommendations for the future.
Manages CME activity files in compliance with ACCME requirements. Oversees the preparation of CME course proposals for each educational activity.
Plans other meetings as necessary including other educational meetings, Board meetings, committee meetings, etc.
Collects the required CME proposal forms, speaker disclosures, unrestricted educational grants, etc., in an evidence file necessary for periodic ACCME review.
Prepares feedback for the Program Committee to discuss at future planning meetings.
Creates program evaluations and analyzes results to report to the Board of Trustees and the Program Committee.
Assists in preparing materials for the ACCME review when necessary.
5-7 years of experience in association management with expert knowledge of issues related to continuing medical education.
3-5 years of experience in running all operational aspects of a meeting with over 1000 attendees and multiple concurrent sessions.
Bachelor’s degree from an accredited institution or equivalent combination of association experience and education. CMP preferred.
Experience with budgets and contract negotiation.
Advanced knowledge of Windows Operating Systems, Microsoft Applications, databases and internet-based research.
The AAP provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. The AAP complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities or conducts business.
The Association of Academic Physiatrists (AAP) is a professional medical society of physiatrists who are dedicated to improving patient care by advancing the field of physiatry through research, education and advocacy. AAP currently serves over 1,600 members including physical medicine and rehabilitation (PM&R) department chairs, program directors, residents and fellows, researchers, medical student educators, administrative directors, program coordinators, and others involved or interested in academic physiatry. The AAP has an official journal, the American Journal of Physical Medicine & Rehabilitation, holds an Annual Meeting, and leads a number of projects, programs, and activities to support and enhance academic physiatry.