Meetings & Education Coordinator, AAAAI

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Meetings & Education Coordinator, AAAAI

REPORTS TO:  Director of Meetings, AAAAI and Director of Education, AAAAI

DIRECT REPORTS:  None

STATUS:  Non-Exempt

GENERAL SUMMARY:

Responsible for coordinating administrative functions for the Annual Meeting including registrations, exhibitors, and various logistics; journal and manuscript review CME activities; and teaching slides. Provide consistent, quality customer service while responding to inquiries to meeting attendees by phone or email. 

POSITION RESPONSIBILITIES (37.5 hours/week): 

1. Annual Meeting:

  • Assist attendees with Annual Meeting registration/housing questions via telephone and email. Respond to all inquiries in a timely and professional manner. Coordinate development of  invitation letters and registration announcements through work orders.
  • Serve as primary contact for exhibitors regarding applications, payments, completion/collection of required forms, booth assignment notifications, final program listings, exhibitor appointed contractors and mobile app enhancements; provide customer service to exhibitors; coordinate exhibit documentation.
  • Process function space approvals for affiliate functions.
  • Create the staff operations manual, oversee staff shipping of meeting materials and registration deliverables.

2. Education Programs:

  • Organize record-keeping for journal and manuscript review Continuing Medical Education (CME) activities in collaboration with journal editorial staff.
  • Facilitate the AAAAI’s Teaching Slide program, collaborating with AAAAI staff and committees to collect and maintain up to date resources on the AAAAI website.
  • Provide customer support to members and other learners regarding registration and claiming of credits in live and online activities outside of the Annual Meeting.
  • Perform administrative functions associated with AAAAI meetings and educational programs in a variety of online database systems, including the collection of outstanding balances and the creation of reports.

3. Other:

  • Serve as staff liaison to assigned committee(s).
  • Other duties as assigned.

AMOUNT OF TRAVEL REQUIRED: Approximately 1 week per year; some evening and weekend work may be required.

EDUCATION/EXPERIENCE REQUIRED: Computer proficiency including Word and Excel, outstanding customer service, problem-solving, interpersonal, organizational, writing, and communication skills, high accuracy and attention-to-detail required.

PHYSICAL REQUIREMENTS: Unrestricted mobility: must be able to walk great distances, move quickly from place to place, occasional lifting of up to 25 lbs. required at times.

*This position is located in downtown Milwaukee, WI and dedicated weekly days in the office are a requirement of the role.

*EDI requires new hires to be fully vaccinated against COVID-19, unless a medical or religious exemption applies and is approved. Being fully vaccinated means that an individual is at least two weeks past their final dose of an authorized CDC COVID-19 vaccine primary series regimen. As a condition of employment, newly hired employees will be required to provide proof of their COVID-19 vaccination.

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