Career Center

Program Management

• Works with Senior Director Annual Meeting, Events and Engagement to define and clarify strategic program goals and key performance indicators for events (e.g., registrations, attendee satisfaction, return on engagement (ROE), etc.).
• Works with Senior Director Annual Meeting, Events and Engagement to determine budget to deliver on desired program outcomes and tracks performance against budget.
• Serve as the lead project manager for programs from initial design and pre-planning stages through on-site execution.
• Work collaboratively with planning committees and cross-functional staff teams, including Meeting Planning, Digital, Communications and Membership to ensure that the highest quality program is developed and effectively delivered with a member first approach for the Residents Forum Spring and Fall meetings devoted to Pathology Residents.
• Develop timelines, programs plan, and internal communications in support of programs pertaining to residents.
• Work with Senior Events Manager to plan and confirm logistical arrangements per contracts with meeting venue/facility/vendors, including preparing documentation and function specifications to ensure room setup, transportation, audio-visual, housing, and food and beverage requirements are met and align with budget.
• Ensures appropriate ongoing event communications around program schedule, project and budget status, key issues, and resolutions.
• Generate advanced post-event recaps, reporting and analytics.
• Lead experience design for programs bringing specialized expertise in as needed to deliver compelling event experiences.
• Lead post-event wrap-up process to assess program outcomes and debrief learnings with cross-functional event teams.
• Continually works with the events team to identify and introduce process improvements and makes recommendations to Senior Director Annual Meeting, Events and Engagement.
• Plan and produce virtual events using event platforms, such as Zoom, CVENT, etc. Work closely with the Digital and Events teams to ensure that the virtual events are executed smoothly from a technology standpoint.
• Identify and incorporate industry best practices into the planning process to continuously improve productivity and effectiveness.
• Manage the process for identification, selection, contracting and member leadership experience.
• Oversee the process for speaker participation in-person, virtual or hybrid programs in partnership with internal partners.
• Secure speaker assets to be used pre, during and post program such as promotions, e.g. photos, handouts, blog posts, books, etc.
• Work in conjunction with the Senior Events Manager to coordinate and run production prep calls for sessions.
• Secure speaker releases and archive.
• Continually works with cross-functional event teams to identify and introduce innovations that enhance CAP outcomes, productivity, and efficiency.

Executive Committee Management

• Manage junior member delegate recruitment and resident engagement for the Residents Forum.
• Provide strategic and tactical planning, coordination, implementation and management of initiatives and activities of the Residents Forum Executive Committee including:
• Monthly chair newsletter
• Delegate appointments
• Residents Forum Executive Committee elections
• Assists the chair in aligning activities and priorities of the committee to the CAP’s enterprise strategy and overall council and Board direction.
• Communicates key CAP priorities and messages to inform and mobilize members.
• Ensures that the committee follows all CAP policies and procedures.
• Supports the committee chair in helping the committee understand its role in relationship to other CAP committees, commissions, councils, and the Board of Governors.
• Informs members of other matters in the CAP that may impact upon, and/or be impacted by committee actions.
• Advises the chair of the implications of committee suggestions regarding staff workload, impact on other programs, and any reprioritization that may be necessary.
• Ensures regular committee review of its activities and priorities with reports to the council.
• Manages ongoing and operational committee activities.
• Fully contributes professional expertise to committee process and decision- making.
• Ensures all committee participants have completed an annual Conflicts of Interest disclosure; works with the committee chair to review disclosed conflicts and develop an action plan for any committee participants’ disclosures that could be perceived as a conflict with the committee’s activities.
• Works with the chair to improve the efficiency of the committee and suggest changes to improve the committee’s work.
• Communicates effectively with members and staff.
• Follows up on all member interactions in a timely manner.
• Informs the committee of key performance data and trends.
• Assists the chair in ensuring that liaisons to other organizations report regularly and forward important information in these reports to the appropriate council and individuals.
• Ensures that committee information posted on cap.org is accurate and current.
• Communicates difficult messages appropriately and directly to all committee members.
• Identifies context of the issue, escalation process, and potential objections and concerns a member may have.
• Responds to members in a way that exhibits understanding of their concerns, allows them to share feedback, and directly communicates the position of the CAP.
• Follows a defined escalation process to avoid surprises and dissatisfaction.
• Exhibits a positive attitude, acts in a professional and respectful manner, and avoids criticism.
• Prepares new committee chairs and members for successful participation on the committee.
• Initiates an introductory discussion with new members that successfully establish a partnership for success built on respect and credibility.
• Ensures new members have the tools and resources necessary to successfully participate on the committee, including:
• Overview of committee and committee charge statement
• Committee meeting minutes for past year
• Recent committee reports to council
• Upcoming meetings schedule
• Assists the committee in preparing adequately documented requests for additional resources
• Assists the chair with preparing recommendations on committee appointments.
• Monitors the committee’s budget and keeps the chair informed of any problems; works with the chair and meeting planning staff to make sure meetings are booked one year in advance and that the costs of these meetings are within the committee’s budget.
• Works with the chair to establish meeting dates one year in advance, to choose sites in accordance with policy and to budgeted funds that minimize travel of members and staff and that make efficient use of and consider alternatives (eg, teleconferences, Chicago-based meetings) that conserve member and staff time.
• Manages the development and regular review of CAP policies assigned to the committee.
• Prepares for committee meetings.
• Prepares draft agendas with necessary back-up information for the chair before meetings and sends agenda materials to committee members 10 working days before meeting.
• Brings necessary materials (eg, copy of Board of Governors policies, committee meeting minutes, etc.) to the meeting.
• Arrives at the hotel in time to ensure that all arrangements are in accord with the contract with the hotel.
• Assists the chair in conducting committee meetings.
• Brings relevant information to the committee’s attention including related actions in other parts of the CAP.
• Reminds the chair to clarify all proposed action items before taking final action.
• Takes notes on all actions taken and those responsible for follow-up.
• Reviews all billing statements with hotel staff before departing.
• Ensures appropriate follow up after committee meetings.
• Prepares draft committee minutes and assignment lists within 10 working days of committee meetings.
• Forwards approved minutes to Governance Services for inclusion in the archives.
• Works with the chair to ensure that appropriate communications on behalf of the committee are completed.
• Works with the chair to review timely implementation of committee actions and ensures that appropriate approvals are obtained from the council and other appropriate CAP committees/councils.
• Approves expense claims for committee members in accord with CAP reimbursement policy.
• Performs other related work as needed and supports Senior Director as requested.

Qualifications for this role

Education:

• Associates degree or equivalent experience

Experience:

• Minimum of five years’ experience in association management, program management, and/or community development.
• Experience working with member volunteer committees.
• Master skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Teams.
• Project management experience.
• Excellent communication, organizational and interpersonal skills.
• Detail oriented and problem solver.
• Experience working in a healthcare related association preferred.

Related certifications:

• CMP and/or CEM a plus
• Certified Association Executive (CAE) a plus

Additional Criteria

Travel: Up to 25% including 24x7 on-call during all events