The American Academy of Child & Adolescent Psychiatry (AACAP) Meetings Department plans meetings to educate its members and other physicians, including the Annual Meeting (4,000+ attendees, including 90 exhibits), the Pediatric Psychopharmacology Update Institute (750+ attendees), the Hansen Annual Review Course (250 attendees), the Legislative Conference (200 attendees), and 50 small committee meetings (20 or fewer attendees).
The Meetings Coordinator works with the Assistant Director of Meetings, and Meetings and Exhibits Manager to negotiate, plan, coordinate, and manage onsite logistics for these events and has direct responsibility for the volunteer management portion of the Annual Meeting (Monitor Program) among other Annual Meeting projects, support of the mid-sized meetings, and all committee meetings.
The Meetings Coordinator is the Swiss Army Knife of the Meetings Department – remarkably organized; quick-to-adapt; happy to help co-workers, members, and vendors; and a detail fanatic. This position requires an individual that thrives on the desire to provide exceptional support to their team and organization, with a smile.
- Responsible for all Meetings Department administrative duties, including written and oral communication with members, vendors, and internal staff; data entry; administrative paperwork; and other responsibilities as assigned.
- Maintain and update administrative records and provide logistical and hands-on support for all AACAP meetings, including in-house events and committee meetings. To AACAP, logistical and hands-on support includes understanding meeting requirements; maintenance of travel requirements for attendees; set-up, oversight, and break-down/clean-up of in-house events; placing orders with outside vendors, and clear communication with members, vendors, and internal departments.
- Firm and fair interaction with vendors, especially hotels and restaurants, to plan successful AACAP events.
- Set-up, test, troubleshoot and maintain AACAP’s Annual Meeting Monitor program, our system of coordinating student volunteers at our meetings. This program has “sold out” the past 4 years and it is expected that this program will continue to do so. Some specific duties include constant and specific communication with volunteers and internal departments to create a complex schedule, onsite training and volunteer management, and willingness to learn and use new technologies to ensure a successful program.
- Strong writing and editing of multiple publications, including marketing pieces, web content, and scientific documents. A successful candidate will have an impeccable grasp of the English language as well as a flair for creative wordsmithing.
- Organized multitasking to coordinate numerous smaller Annual Meeting projects, e.g., sign/copy orders, honoraria/scholarship details, reunion/reception requests, etc.
- Serve as an administrative liaison to several committees with responsibilities including written and oral communications with committee members; detailed note-taking to create meeting minutes and communication to staff about action items; and active meeting and/or conference call participation.
- Always ready to jump in and help with other duties as assigned.