Alzheimer's Association®
Specialist, Scientific Conference Programming
Alzheimer's Association®, Chicago, Illinois, United States, 60290
Overview
The Specialist, Scientific Conference Programming will support Medical and Scientific (MedSci) leaders in conference planning, abstract submission, onsite speaker coordination, speaker logistics and support the execution of a variety of scientific meetings. Such meetings span in-person, hybrid and virtual scientific conferences and ancillary meetings. In addition to working closely with internal partner divisions, the Specialist will also act as a key point of contact for external stakeholders, representing the Alzheimer’s Association in a positive, professional manner. Responsibilities
Support the logistics and programming for Alzheimer’s Association International Conference (AAIC) and all other scientific conferences, including internal and external conferences. This includes tracking/planning for upcoming meetings, supporting booth/exhibitor contracting, coordinating registrations and hoteling for team members, calendaring, and post-conference reporting. Support the planning, infrastructure and execution of scientific programming of the AAIC, including pre-conferences, main conference, workshops, and ancillary events. Support slide collection for invited speakers and assist with onsite scientific programming execution. Support the submitted scientific program at every stage - from abstract guidance, submission, reviewing to publication - for all scientific conferences. This includes maintaining appropriate documentation, reporting relevant updates to submissions and reviews, and executing specialized projects related to the scientific program as necessary. Support the scientific program committee call planning for all scientific conferences. Support the execution of SPC call follow-up emails and tasks. Support the development of new AAIC and AAIC+ abstract submission platform. Support data transfer, testing and reevaluation of new abstract submission system. Support the creation of training materials for abstract submitters, abstract reviewers, and AAIC Scientific Program Committee members. Collaborate internally within the MedSci division to integrate scientific conferences with the full suite of Association scientific initiatives, including ISTAART, grant programs and journals. Support all virtual and in-person meetings of the Scientific Program Committee (e.g. AV needs) Support the weekly ISTAART newsletter and webinar series. Support planning and execution of onsite collaborations with ISTAART, grants, journals as part of conference or meeting programming. Support smooth running of the scientific program on site, including timely collection of slides, poster exhibition setup and coordination. Support the creation of reports for abstract submission, abstract scoring, abstract review completion, and bespoke reports for internal and external dissemination. Lead management of the abstracts@alz.org email account, ensuring prompt replies to invited speakers and abstract presenters Support the logistical organization for MedSci events at external conferences. Includes on-the-day implementation of exhibits, office space, refreshments, meetings and other events. Support invoicing/reimbursement for Med Sci team members, speakers and conference fellows. Travel for scientific meetings (internal and external) to support exhibitor activities and programing Performs other duties as assigned Qualifications
Bachelor’s Degree 5 years or more experience Knowledge, Skills And Abilities
Exceptional project management and time management skills, with the ability to manage logistics for 50+ meetings and timelines simultaneously with special attention to attendees needs, requirements, and schedules. Responsibilities include: managing abstract submission, and communications with speakers, preparing detailed meeting specifications to be shared with several other internal departments, working with vendors and conference services team, reconciling invoices to outside vendors, and following-up with reimbursements. Ability to communicate well and disperse clear information to event attendees as it arises, site visits to future locations, travel to events (with weekends and evenings occasionally included) Ability to work effectively both independently and in a team environment. Strong communication and organizational skills. Experience and clear fluency using virtual platforms (such as zoom) and able to quickly adapt to and learn new technology interfaces. Strong interpersonal skills, with the ability to represent the Alzheimer’s Association in a positive, professional manner to key opinion leaders and stakeholders across a multitude of settings Ability to travel throughout the US by plane and surface transportation, as well as travel internationally as needed. Must possess a valid passport. Title:
Specialist, Scientific Conference Programming Position Location:
Chicago, IL Full time or Part time:
Full time Position Grade & Compensation:
Grade 506 Salary:
The Alzheimer’s Association’s good faith expectation for the salary range for this role is between $63,000 – $71,000 Reports To:
AD, Scientific Conference Programming EEO Statement:
The Alzheimer’s Association provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment to the fullest extent required by law, including on the basis of race, color, religion, age, sex, national origin, gender identity, disability status, genetics, protected veteran status, sexual orientation, or any other legally protected characteristic.
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The Specialist, Scientific Conference Programming will support Medical and Scientific (MedSci) leaders in conference planning, abstract submission, onsite speaker coordination, speaker logistics and support the execution of a variety of scientific meetings. Such meetings span in-person, hybrid and virtual scientific conferences and ancillary meetings. In addition to working closely with internal partner divisions, the Specialist will also act as a key point of contact for external stakeholders, representing the Alzheimer’s Association in a positive, professional manner. Responsibilities
Support the logistics and programming for Alzheimer’s Association International Conference (AAIC) and all other scientific conferences, including internal and external conferences. This includes tracking/planning for upcoming meetings, supporting booth/exhibitor contracting, coordinating registrations and hoteling for team members, calendaring, and post-conference reporting. Support the planning, infrastructure and execution of scientific programming of the AAIC, including pre-conferences, main conference, workshops, and ancillary events. Support slide collection for invited speakers and assist with onsite scientific programming execution. Support the submitted scientific program at every stage - from abstract guidance, submission, reviewing to publication - for all scientific conferences. This includes maintaining appropriate documentation, reporting relevant updates to submissions and reviews, and executing specialized projects related to the scientific program as necessary. Support the scientific program committee call planning for all scientific conferences. Support the execution of SPC call follow-up emails and tasks. Support the development of new AAIC and AAIC+ abstract submission platform. Support data transfer, testing and reevaluation of new abstract submission system. Support the creation of training materials for abstract submitters, abstract reviewers, and AAIC Scientific Program Committee members. Collaborate internally within the MedSci division to integrate scientific conferences with the full suite of Association scientific initiatives, including ISTAART, grant programs and journals. Support all virtual and in-person meetings of the Scientific Program Committee (e.g. AV needs) Support the weekly ISTAART newsletter and webinar series. Support planning and execution of onsite collaborations with ISTAART, grants, journals as part of conference or meeting programming. Support smooth running of the scientific program on site, including timely collection of slides, poster exhibition setup and coordination. Support the creation of reports for abstract submission, abstract scoring, abstract review completion, and bespoke reports for internal and external dissemination. Lead management of the abstracts@alz.org email account, ensuring prompt replies to invited speakers and abstract presenters Support the logistical organization for MedSci events at external conferences. Includes on-the-day implementation of exhibits, office space, refreshments, meetings and other events. Support invoicing/reimbursement for Med Sci team members, speakers and conference fellows. Travel for scientific meetings (internal and external) to support exhibitor activities and programing Performs other duties as assigned Qualifications
Bachelor’s Degree 5 years or more experience Knowledge, Skills And Abilities
Exceptional project management and time management skills, with the ability to manage logistics for 50+ meetings and timelines simultaneously with special attention to attendees needs, requirements, and schedules. Responsibilities include: managing abstract submission, and communications with speakers, preparing detailed meeting specifications to be shared with several other internal departments, working with vendors and conference services team, reconciling invoices to outside vendors, and following-up with reimbursements. Ability to communicate well and disperse clear information to event attendees as it arises, site visits to future locations, travel to events (with weekends and evenings occasionally included) Ability to work effectively both independently and in a team environment. Strong communication and organizational skills. Experience and clear fluency using virtual platforms (such as zoom) and able to quickly adapt to and learn new technology interfaces. Strong interpersonal skills, with the ability to represent the Alzheimer’s Association in a positive, professional manner to key opinion leaders and stakeholders across a multitude of settings Ability to travel throughout the US by plane and surface transportation, as well as travel internationally as needed. Must possess a valid passport. Title:
Specialist, Scientific Conference Programming Position Location:
Chicago, IL Full time or Part time:
Full time Position Grade & Compensation:
Grade 506 Salary:
The Alzheimer’s Association’s good faith expectation for the salary range for this role is between $63,000 – $71,000 Reports To:
AD, Scientific Conference Programming EEO Statement:
The Alzheimer’s Association provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment to the fullest extent required by law, including on the basis of race, color, religion, age, sex, national origin, gender identity, disability status, genetics, protected veteran status, sexual orientation, or any other legally protected characteristic.
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