The American Academy of Pediatrics (AAP), the nation’s leading advocacy organization for children’s healthcare, is seeking a team player with strong technical acumen to manage the AAP National Conference & Exhibition (National Conference) faculty program from proposal through presentation. This position will develop and manage program data systems and process workflows across multiple platforms in collaboration with vendors and AAP staff; manage virtual meeting components, including livestream, slide, and video uploads; and coordinate daily functions related to the development, implementation, and evaluation of the National Conference continuing medical education (CME) components. This position serves as contact for National Conference faculty, planning group members, and staff.
Hybrid working arrangement of 40% on-site at our Chicago suburb headquarters in Itasca, IL.
All AAP employees must be fully vaccinated against COVID-19; requests for a medical or religious accommodation regarding this vaccination can be submitted for consideration upon an offer of employment.
Some tasks include:
Manage all National Conference faculty and program-related data ensuring accuracy and consistency.
Collaborate with vendors to design and implement data-related processes/workflows, including session proposal submission and review sites, evaluations, mobile app, disclosure, and conference schedule/platform. Recommend system and process improvements to increase efficiencies.
Develop and implement general session faculty invitation and confirmation processes.
Develop and manage the faculty database, faculty timelines, and resource page in collaboration with AAP National Conference staff and vendors. Set up tasks to collect data from faculty and planning group members.
Draft and distribute communications to proposal authors, faculty, and Planning Group members to ensure timely receipt of information. Update faculty and session data in a timely manner as changes occur.
Serve as a liaison to assigned section/council/committee programs to ensure that programs are designed, planned, scheduled, and implemented on time and within applicable guidelines.
Develop and implement the session proposal system for conference proposal submission, review, confirmation, and program layout. Recommend improvements to the proposal process.
Manage the Conflict of Interest (COI) disclosure process for all National Conference activities, including maintaining disclosure information in the system, ensuring mitigation strategies are implemented, and preparing the disclosure grid.
Oversee virtual meeting components with conference vendors including managing livestreams and video uploads.
In collaboration with vendors and relevant staff, prepare program evaluations and the Maintenance of Certification (MOC) self-assessment. Upon conference completion, compile and disseminate evaluation data to faculty and planning group members.
Compile and review faculty slides and follow up on needed edits. Collaborate with supervisor and planning group members to oversee slide upload, review, tracking, communication, and approval.
Manage the National Conference MOC self-assessment process, including compilation, organization, and distribution to reviewers. Coordinate and send all corresponding internal and external communications)
Develop and assemble National Conference data reports, and assist with evaluation, analysis, and needs assessment to improve future processes.
Design, develop, and maintain the National Conference SharePoint site in collaboration with Convention and Meeting Services staff and ensure accurate programmatic and logistical information is provided to attendees.
Coordinate meeting logistics for National Conference planning meetings in collaboration with Meetings and Travel staff. Manage on-site proposal preparation, presentation, and tracking. Ensure timely processing of Planning Group member expense reports.
Provide onsite assistance at the National Conference to ensure all meeting logistics, attendee needs, and faculty issues are met. Participate in staff and planning group meetings to identify issues requiring attention during or after the conference.
Assist with the development and maintenance of conference communications including Conference Schedule and Platform, website, Conference App, emails, and social media.
Serve as first-line responder to National Conference faculty inquiries and the program email account. Maintain exemplary customer service through ongoing communication with planning group and faculty members; AAP staff; and other constituents and address questions and issues on a timely basis.
Assist in identifying and implementing process improvements and enhancing efficiencies with National Conference Education Activities projects and workflows.
Bachelor’s degree in adult education, business, communications, or related discipline required, or an equivalent combination of relevant education and work experience.
At least three years’ related project coordination/management and/or advanced administrative experience required, including working with databases and running reports, maintaining webpages and/or document collaboration sites, meeting planning, and drafting communications. Experience in a membership association and/or CME environment preferred.
Excellent critical thinking, organizational, verbal/written communication, proofreading, interpersonal, diplomacy, and problem-solving skills required. Must be able to take initiative, manage multiple priorities 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/document collaboration platforms (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, evening/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.
The American Academy of Pediatrics (AAP) and its 67,000 member pediatricians dedicate their efforts and resources to the health, safety and well-being of all infants, children, adolescents and young adults. Members include pediatricians, pediatric medical subspecialists and pediatric surgical specialists. The AAP employees 500 employees, and offers a competitive salary and benefits package.