Society Coordinator: Cervical Spine Research Society (CSRS) and Federation of Spine Association (FOSA)
Your cooperative, supportive, “can do” nature reflects in each and everything you do. Your strategic mindset serves you well as a staff liaison to committees. You have the innate ability to work independently and responsibly, prioritize, exercise good, independent judgment and initiative and respond quickly to changing priorities.
If this sounds like you, read on!
The Society Coordinator coordinates the development, implementation, and evaluation of the Society’s activities according to key association management principles and ethics to maintain healthy and viable organizations. Performs a wide variety of detailed and complex administrative and project management activities, which are dependent upon the Society’s initiatives and strategic plan. Serves as a liaison to committees as assigned.
CSRS Responsibilities (90% of time)
Coordinate and support the Instructional Course and Annual Meeting.
Serve as staff lead in working with Instructional Course Planning Committee on all aspects of the Instructional Course. Ensure meeting attendees receive CME credit hours.
General Meeting Coordination. Assist the Director with the development of meeting budget and meeting contracts. Prepare specifications for hotel staff, audiovisual companies, tour operators and other contractors as needed. Coordinate the management of vendor relationships related to programming and events. Work with Director in creating, reviewing and analyzing a marketing plan for attendance. Work with vendors for all print and online marketing. Coordinate the creation, production, and distribution of all meeting materials, including the print and online preliminary and final programs, within budget and timelines. Coordinate the process for receiving bids for all print materials and work with the Director in selecting the appropriate vendor.
Support the local host and committee chairs. Coordinate the bidding, vendor selection and production of related promotional items. Coordinate the evaluation of programming, analyzing and recommendation of new learning or environment formats to enhance the attendees’ experience, and implement as directed. Schedule and participate in site visits and optional tour selection.
Exhibitors and Workshops: Solicit and coordinate meeting and exhibit sponsorships to meet or exceed annual budget; update sponsorship tracking document. Manage all aspects of exhibitor and sponsor communications. Prepare marketing materials, including exhibitor prospectus. Create and implement meeting communications plan. Communicate with exhibitors regarding conference logistics. Develop exhibitor service kits and exhibit hall logistics with conference decorator. Lead on-site exhibitor activities including registration and maintenance activities.
Coordinate, administer and evaluate all aspects of research grant programs. Serve as staff liaison to the Research Committee and its subcommittees. Manage call for letters of intent (LOI), collection of letters, grading and review. Arrange and communicate meetings; assist leaderships with agenda development; distribute agenda materials; write appropriate reports; draft, distribute, and archive meeting minutes/official business; conduct follow-up on action items. Follow-up on previous grants reviewed; ensure compliance and maintain appropriate record-keeping.
Provide general society support. Prepare special reports as directed. Assist the Director with the development and maintenance of annual budget; manage the invoice process according to policies and procedures. Establish and/or maintain society files. as Assist with membership activities and daily administration as requested. Reviews procedures and policies annually; provides recommendations when appropriate. Develops timelines, procedures, and schedules for projects as assigned. Provides administrative coordination as requested to facilitate department projects and activities. Perform all other job related duties as required or assigned.
Support the societies’ mission and the vision through assigned committees. Work with leaderships to implement committees’ deliverables on time and within budget. Review and evaluate activities on a regular basis; ensure committees and task forces are meeting objectives; provide guidance and administrative support as necessary. Provide progress reports and evaluations. Assist leaderships with agenda development, arrange and communicate the meetings; distribute agenda materials; write appropriate reports; draft, distribute, and archive meeting minutes/official business; conduct follow-up on action items. Develop and maintain effective communications and relations with leaderships. Support the Director in creation and maintenance of Society dashboard for leadership.
FOSA Responsibilities (10% of time)
Coordinate all aspects of Specialty Day. Work with Program Chair to meet deadlines in submitting preliminary programming and review drafts as needed with leadership. Create and provide required documentation to Specialty Day staff. Coordinate with vendors on all event logistics including room layout, A/V needs, etc. Provide administrative and logistical support for board meeting.
Arrange and communicate meetings; assist leaderships with agenda development; distribute agenda materials; write appropriate reports; draft, distribute, and archive meeting minutes/official business; conduct follow-up on action items. Coordinate administrative support to federation.
Assist the Director with the development and maintenance of annual budget; manage the invoice process according to policies and procedure. Establish and/or maintain society files. Update and maintain FOSA web pages.
TRAVEL: Approximately 10 days (8 days for CSRS and 2 days for FOSA)
QUALIFICATIONS: Required: Undergraduate degree or equivalent work experience. 3-5 years of association management experience. Proficient in Microsoft Office. Excellent member service mentality and delivery; effective verbal and written communications; strong organization and interpersonal skills. Ability to think proactively and creatively. Must excel in a fast-paced, team-oriented environment. Cooperative, supportive, and “can do” attitude is crucial to success. This person must have integrity and credibility with leaders, members, vendors, and staff. Ability to travel – 10 days per year. Desired: Experience with Constituent Databases (Personify preferred) and Content Management Systems (WordPress preferred).
If this describes YOU, please apply by sharing the following:
-Clearly communicate why you are the ideal candidate for this role, providing specific examples and experiences as proof points.
-Attach your resume, cover letter and any additional materials that support your application.