Position: Meeting Services Coordinator
Reports to: Senior Meetings & Continuing Education Director
The Meeting Services Coordinator is a self-starter with strong interpersonal skills, excellent attention to detail and ability to prioritize and multi-task. The individual must be customer service focused for members, vendor partners and staff, and must be willing to participate in a collaborative team culture. Project management and excellent writing skills are key to this position.
1. Coordinates all logistics for all internal AAPD & Healthy Smiles, Healthy Children small in-office meetings throughout the year which includes making housing and restaurant reservations.
2. Assists in the coordination of all logistics for the AAPD QE Prep Course.
3. Utilizes software for registration, reports, and other relevant functions.
4. Prepares promotional content for major areas of responsibility to be placed in PDT magazine, E-News, Continuing EDge, the website and on social media channels.
5. Gains knowledge of the convention and meetings industry, and develops contacts with key properties in Chicagoland-area and nationally to maximize space and pricing options for the AAPD, in coordination with the Senior Meetings & Continuing Education Director.
6. Maintains contact/liaison between AAPD and its travel agent, Direct Travel, including but not limited to updating travel policies for each meeting and answering password/login inquiries from staff and members.
7. Master bill reconciliation for all CE Courses, small meetings and Annual Session.
8. Works with Senior Meetings and Continuing Education Director to support the Speakers Bureau.
9. Supports all members of the AAPD Meetings Department for all CE or Annual Session offerings.Annual Session
1. Serves as the first point of contact troubleshooting any registration issues and providing customer service to members and to our supplier/partner.
2. Coordinates all aspects of AAPD Poster Research Competition, including the planning for the submission process, promotion of it, confirmation notices and on-site execution to include notifying award winners, and using social media to recognize them.
3. Works with members of the Scientific Program Committee on the poster competition.
4. Creates meeting room signs inserts to be used with AAPD Signage where applicable.
5. Administers all aspects of the Career Opportunities Fair.
6. Works with the supplier/partner to create the Conference App and Itinerary Planner to upload all of the speaker content, handouts, room assignments, etc. Works closely with the Meetings Department staff to facilitate the creation of the App, with oversight from the Senior Meetings and Continuing Education Director.
7. Travels to and coordinates on-site with logistics of meeting.
8. Attends Scientific Planning Committee meeting and site visit in July of the year prior to the meeting, as well as pre-site visit and Local Arrangements Committee meeting in March/April prior to meeting.
9. Coordinates Annual Session invitation mailings and manages responses and guarantees.
10. Staff liaison to the Local Arrangements Committee. Creates a sign-up for volunteers and manages the schedule of poster judges, room monitors and Speaker Champions. Communicates effectively to all LAC Chairs and volunteers.
11. Orders staff uniforms for AAPD onsite staff.
12. Order supplies for registration.
13. Assists with the shipment from headquarters to the meeting.
14. Extracts and organizes speaker and session information for publication online and in PDT.
15. Performs other miscellaneous duties in support of the Annual Session.
Supervision and Guidance
Works under the direct supervision of the Senior Meetings & Continuing Education Director. Obtains direction and guidance on all employment policies and Academy policy matters from the Chief Executive Officer and Chief Operating Officer & General Counsel. The employee is expected to perform all activities, duties, and functions in accordance with AAPD policy. The employee’s work will be evaluated on initiative, productivity, ability to work well with others, and overall accomplishments.
The Meeting Services Coordinator must possess strong written and oral communications skills and sound interpersonal skills, with an interest in conference planning. A bachelor’s degree is required, and a minimum of three years’ work experience in an association or comparable setting.