The Program Specialist assists in the overall coordination and planning of logistics for the CNS Annual Meeting as well as other meetings. Specific duties include Request for Proposal management, site research and site visit planning, registration management, content and faculty coordination, budgeting, invoice reconciliation, and social event planning.
Essential Duties and Responsibilities
The essential duties and responsibilities of this position include, but are not limited to the following:
Coordinates and plans content and logistics for CNS Annual Meeting, and other meetings as assigned.
Coordinates content documentation, faculty/speaker correspondence and ancillary services for CNS activities.
Handles collection of all speaker information and organizes speaker logistics for CNS courses.
Administration of the CNS faculty services center for CNS Courses.
Oversees the collection, review, and distribution of course handout materials from faculty.
Prepares correspondence and serves as primary liaison for all faculty/speakers/moderators to include program invitation, acceptances/declines, disclosures, and ongoing correspondence for assigned educational activities.
Collaborates with the CME Program Compliance Manager on COI collection and review.
Assists with the function-space assignment process and menu recommendations for all This is inclusive of food and beverage and audiovisual coordination.
Coordinates convention center logistics to include; floor plan review, function book production, transportation needs and signage development and all necessary services including audio visual, internet, electric, sound, etc.
Conducts vendor research, request for proposal process and cost analysis including but not limited to DMC, security, temporary staff, and transportation.
Manages registration and housing, including 3rd party bureau and personnel and all associated policies, planning, scheduling and management of housing, registration, VIP and associated processes.
Responsible for day-to-day operations and communications for housing and registration procedures and coordination and all associated weekly reporting documentation.
As project lead, tracks history of meetings and courses and conducts a full post-event report for committee.
VIP and Special Speaker registration, housing, transportation, and amenity coordination.
Responsible for social event research, planning and coordination including invitations, décor, food and beverage and transportation for all Annual Meeting social events.
Coordinates Sergeant-At-Arms Program, works closely with SAA Committee, assigns courses to SAA volunteers, and facilitates execution of program onsite.
Assists in budget development and invoice reconciliation as required in support of Program Manager.
Onsite meeting coordination.
Coordinates site visits for Annual Meeting, including scheduling of appointments with convention center, restaurants, hotels, venues, etc., and arranges transportation needs.
In the absence of the receptionist and/or back up, answers, screens, and transfers incoming phone calls as needed.
Education, Knowledge, Skills and Abilities
Three to five years’ experience, preferably in a medical/physician association.
Strong computer skills required, including expertise with Microsoft suite of software: Outlook, Word, and Excel.
Proficient in use of internet.
Experience with database management is required.
Ability to effectively interact and collaborate with volunteer leaders.
Ability to coordinate multiple projects and meet deadlines.
Work with minimal supervision and exercise independent judgment and tact.
Excellent writing, grammatical, and proofreading skills required.
Strong interpersonal and oral communication skills required.
Experience in budgeting, managing vendors, and writing program copy.
About Congress of Neurological Surgeons
The Congress of Neurological Surgeons is the leader in education and innovation, dedicated to advancing neurosurgery. The CNS provides members with the educational and career development opportunities they need to become leaders and innovators in the field.
Our volunteers and staff serve more than 9,600 members around the world. Working with us gives you firsthand opportunities to support our mission!
CNS offers a collaborative team environment, generous holiday/time off policy, comprehensive (health, vision, dental, short-term disability, long-term disability and life), employee assistance program and 401(k). In addition, CNS offers an employee referral bonus, casual dress code, flextime and telecommuting options.