Job in Washington, DC: Program Logistics & Management Specialist Manage business and project operations and engagements for the Aligning and Educating for Quality (ae4Q) and Teaching for Quality (Te4Q) initiatives including initial contact and pre-call documentation, consultation and workshop logistics, and post-initiative correspondence to program leads and institutions. Initiate the process of institutions becoming an Ae4Q and/or Te4Q site and well as manage the contact information for communication and marketing dissemination through AAMC’s databases, social networks, and website. Assist in setting the marketing strategies and communication plans for the ae4Q/Te4Q initiatives, including conference presentations, recruitment, and customer satisfaction survey Manage travel logistics and engagement workflow for both ae4Q and Te4Q sites. Teaching for Quality (TE4Q) Created new visiting faculty template models for constituent roles/expectations and honoraria disbursement. Assist Te4Q team with new project planner timelines and Institution contact information. Facilitate ongoing communication with each Te4Q site coordinator in planning travel and lodging, workshop logistics, CME documentation, pre/post workshop expenses, and billing. Engage all visiting faculty in processing each faculty agreement, entering their information into Workday, travel and lodging preferences, CME documentation, workshop logistics, expenses, and honorarium. Aligning and Educating for Quality (AE4Q) Start all new electronic and hard copy folders for each institution as well as any supplemental data for future consultations and workshops Assist in editing all ae4Q consultation reports for program leads and disseminate once approved Business Development & Member Engagement Coordinate with Business Development and Strategy Innovation Development staff to provide quarterly member engagement data reports for ae4Q/Te4Q. Accounting Establish sound relationship with Accounts Payable and Accounts Receivable to manage and process all new vendor, honorariums, invoices, billable expenses, and reimbursements for ae4Q/Te4Q in Workday and via methods such as checks and/or credit cards. Implemented new invoicing constituent billable processes for staff and constituents. Built relationships with a cross-section of AAMC staff engaging the Accounting team with identical AP/AR concerns. Initiated group meetings to discuss and understand new procedures of Workday and AP/AR. Serve as liaison to faculty, staff, program leads, site coordinators, and purchasing offices for all initiatives. Receive all W9 documentation to process within Workday for over 20 visiting faculty members. Assist CEI budget monitor in managing the ae4Q/Te4Q budget to balance finances between incoming revenue, reimbursements, invoices and operating costs. Legal Services Maintain advisory support with Legal Services to negotiate all letters of agreements and institutional addendums with costs associated between 2.5K – 10K which might pose a potential risk to the initiatives and AAMC. Serve as the AAMC liaison with institutional purchasing, finance, and legal offices for all initiatives Troubleshoot with Member Services to synch and code member ae4Q/Te4Q initiative data into various databases such netFORUM and Sales Force Develop and research potential partnerships with our affiliate groups to create and implement a CME/CPD certificate programming for FY 2016. Attend at least two conferences per fiscal year gathering and researching relevant CME opportunities inside and outside the AAMC pertaining to new business ideas and partnerships with our constituents. Create new networking partnerships inside the AAMC to build new operational infrastructure models for new projects Serve as point of contact and subject matter lead for internal AAMC process development, logistical planning, and coordination for CEI initiatives involving Accounting, Business Development, Legal Services, etc. Assist in the program and logistical meeting preparations for the Annual Meeting. Organize and coordinate all the committee logistics for ae4Q/Te4Q initiatives in Cvent; enter information for sessions in annual meeting database including FB/AV needs and requests for signage. Assist with preparing wide range of communications materials for CME session and ‘Q’ initiatives; working with internal staff such as Creative and Editorial Services, Marketing, and EComm; and staff exhibit hall presentations during the Annual Meeting. AAMC Organizational contributions: Participate in team and cluster meetings Participate in collaborative activities across the AAMC Assist in creating team operational guidelines which align with the organizational values of the AAMC. Assist with team projects as necessary for other CEI initiatives and committees such as the Joint Working Group, IQ Meeting, and occasional faculty letters of support. Qualifications: 4-year college degree; Masters degree preferred Over 5 years of experience and relevant training in event management, project planning, working with constituents, and customer service Experience in client/member relationship management and partnership development Basic accounting and invoicing knowledge is preferred Experience with contracts or legal agreements is preferred Strong computer skills in Microsoft Office; knowledge of web-based or database software Strong communication skills, both verbal and written Ability to think strategically and be innovative Organizational skills are required with a keen ability to manage details within multiple ongoing projects and to meet simultaneous deadlines. aamc.org
Posted on: Wed, 17 Dec 2014 13:25:10 +0000
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