Position Summary: Manage overall AOA Annual Meeting scientific program and logistical management to deliver high quality annual meetings, committee meetings, board meetings, and educational programs. Serve as staff liaison to the Critical Issues Committee and Fellowships Taskforces (Leadership Fellowship Committee). This individual is main contact for all travel related activities and manages oversight of vendor contracting process for all Annual Meeting related activities and facility/venue contracts for AOA programming.
The AOA seeks an individual who thrives in a fast-paced, high volume work environment and is a professional who works collaboratively with a diverse group of team members to create and manage cross-organizational, integrated strategies for project completion.
Primary duties and responsibilities include, but are not limited to:
Provides strategic leadership to and oversees the efficient operation of the Critical Issues Committee, Program Planning Workgroup, and the Traveling Fellowship Taskforce.
Develops agendas, supporting materials, and minutes for Program Planning Workgroup and Traveling Fellowship Taskforce. Guides committee/taskforce discussions to ensure organizational goals/objectives are achieved.
Provides overall logistical management for all committee meetings including registration, venue selection, food, and beverage management, and contracting.
Works with the Fellowship Taskforce to analyze outcomes and procedures of fellowships to assure efficiency and effectiveness. Recommend changes as appropriate
Meeting Management – Annual Meeting and/or Other AOA Educational/Committee Meetings
Works closely with program chair to develop scientific program and meeting schedule.
Manages, directs, and supervises Annual Meeting temporary help.
Responsible for overseeing abstract management/disclosure/licensing processes, mobile app information/upload, audience response questions/summaries, and overall meeting evaluations. Communicates meeting information to pertinent parties.
Works with travel agent to negotiate group meeting contracts with airlines and rental car companies.
Solicits RFPs and manages overall proposal through recommendation process for future meeting locations.
Prepares overall staff schedule to ensure appropriate coverage aligns with budgetary constraints.
Solicits, evaluates, and communicates to senior management best practices, efficiencies and trends regarding hybrid/in person and remote association meetings.
Communicates and negotiates all meeting specifications with hotels and vendors. Develops supporting materials for onsite staff management.
Negotiates and executes contracts with convention centers, hotels, AV vendors, DMCs/tour companies, and other meeting vendors for Annual Meeting and other meetings/sessions as needed. Oversees the management and administration of housing blocks.
Conducts site inspections for meeting locations and participates in the site decision-making process.
Develops registration forms for Annual Meeting and is responsible for setting up and managing online registration process for all AOA meetings/webinars. Monitors registrations and tracks enrollment trends for all meetings. Organizes pre- and onsite registration; trains necessary staff and provides supporting materials to facilitate onsite management.
Works closely with current president and significant other as well as English speaking international presidents on related activities. Serves as staff lead for coordination of president international travel.
Oversees content development and works with Program Chair to increase interactivity in all Annual Meeting sessions – whether virtually or in person.
Oversees traveling fellowship selection, tour planning, implementation, fellowship alumni activities, and committee support.
Engages in ongoing communications with fellowship chairs (ABC, NATF, ASG, and JOA) and applicants. Oversees successful management of schedules, communication with fellows/hosts, coordination with travel agent, and processing of expense reports and stipends.
Works to increase engagement of traveling fellowship alumni in AOA activities.
Financial Accountability and Administrative Management
Serve as CME expert. Process applications, ensure ACCME guidelines are met, and identify and manage CME accredited partners as needed.
Budget development, cost management, and financial reconciliation.
Develop and recommend travel policy and monitor compliance with it, including expense report processing.
Regularly evaluate official travel agency to ensure AOA goals/objectives are met.
Responsible for file management, budget development and fiscal management of areas of defined responsibility.
Establish and maintain updated policies and procedures related to duties.
Understands, communicates and advances overall AOA strategic objectives.
Performs special assignments as determined by Executive Management.
Responsible for Cross Departmental Integration of Program Components
Works extensively with other members of staff to ensure logistical needs are met for successful delivery of AOA educational programs.
Knowledge, Skills and Abilities (the specific minimum competencies required for job performance):
Education:Minimum of a bachelor’s degree. CMP preferred.
Experience:Minimum of 4-6 years’ experience in meeting management, with a minimum of two years in the not-for-profit professional associations. Healthcare association and CME experience desired.
Good verbal, written, and visual communicator with the ability to build and maintain relationships with volunteers, staff, vendors, and funders.
Ability to read, analyze, interpret, and act on reports and metrics.
Demonstrated project management skills and fiscal responsibility for multiple projects required. Must have strong organization, prioritization, and time management skills and ability to coordinate a high volume of details and a variety of projects.
Committee management/leadership skills required. Past experience working with Board of Directors and Committee chairs required.
Excellent customer service, problem-solving and interpersonal skills with ability to work independently as well as part of a team are expected.
Extensive experience in Microsoft Office tools (Word, Access, Excel) and association membership database management.
Willingness to work extra hours during high periods to meet deadlines.
Working Conditions/ Travel:
Out-of-town travel: Approximately 15-20 days per year.
Required in-town weekend meetings: Approximately five days per year.
Evening conference calls: Approximately 15-20 evening conference calls each year related to AOA Annual Meeting content and Traveling Fellowship management and selection .
The American Orthopaedic Association is based in Rosemont, IL. Employees of the American Orthopaedic Association enjoy generous benefits, including:
Medical, dental, life insurance, and long-term disability plans for full time employees
2020/2021 Employer-sponsored Retirement Plans
Employer contribution of 10% of salary to each Employee’s retirement plan
Employee option/ability to make additional retirement contributions, before tax, up to federal limits
Generous PTO policy
2 days per week remote work option
Summer hours and flexible work hours
AOA employees have annual opportunities to expand their skill sets in the not-for-profit association management arena and participate in continuing education, with opportunities for promotion and advancement.
About The American Orthopaedic Association
The American Orthopaedic Association is the oldest and most distinguished orthopaedic association in the world. Founded in 1887, the AOA has had significant involvement in the founding of multiple, major orthopaedic organizations including the American Board of Orthopaedic Surgery, the Journal of Bone and Joint Surgery, the American Academy of Orthopaedic Surgeons, Orthopaedic Research and Education Foundation, and OMeGA Medical Grants Association. The AOA's mission is ''Engaging the orthopaedic community to develop leaders, strategies, and resources to guide the future of musculoskeletal care.'' This leadership organization's vision is to inspire the orthopaedic community to excellence through leadership. Organizational goals include: identifying leaders, developing and enhancing the competency of orthopaedic leadership, confronting the most relevant issues facing orthopaedics, and to be identified as an organization of academic leaders.