Project Coordinator

Sr. Project Coordinator-- Scientific Society
Start:  ASAP
 
Requirements
• Manage correspondence with course organizers, and member/non-member
invited speakers, and their slide presentations.
• Communication and coordination of marketing pieces and website updates for
educational courses.
• Coordinate issuance of letters of invitation for speakers, important deadlines,
reminders, surveys, etc. correspondence to support participants seeking visa
assistance, issuance of receipts, and letters of attendance.
• Manage the course budgets including provision of accurate billing of staff time
and speaker expenses related to the course.
• Coordinate with other staff members to facilitate the overall success of the
courses.
• Liaise and support the ACT Webinar Subcommittee, including managing
quarterly webinars and their speakers.
• Liaise and support the ACT eLearning Subcommittee, including managing yearly
eLearning modules and their speakers.
• Strong written and oral communication skills.
Hybrid Work Schedule
• Work from home up to three days per week after initial training period.
• Collaborate and celebrate together and in-person 

SUMMARY
The Project Coordinator provides support to a membership team and educational
programs. This role often serves as the first point of contact and as an ambassador for
incoming phone calls. This role aids the membership team and other staff on an as needed-basis.
Essential to this role are the abilities to interact with staff (at all levels) in a fast-paced
environment, to remain proactive, to be responsive and efficient and to maintain a high
level of professionalism. The role requires strong organizational skills and the ability to
manage multiple priorities.
This role works closely with multiple Component Groups (which could include Specialty
Sections, Regional Chapters, and/or Special Interest Groups), all of which operate
somewhat independently but must still comply with well-documented bylaws and
procedures. With significant administrative support and assistance, component groups
propose sessions for the Annual Meeting, host social and mentoring events during the
Annual Meeting, exchange information via newsletters and ToXchange, provide
travel awards, and participate in other scientific activities (including webinars on scientific
topics).

Collaborators:
• Committee leadership
• Volunteers
• Team members who assist with travel awards
• Team members who assist with the needs of various component groups
• Current and potential vendors providing services for component groups
Specific tasks include, but are not limited to, the following:
• Manage all activities associated with assigned committee(s) and component
groups.
• Direct oversight for committee(s) activities and meetings held at the annual meeting.
• Oversight of member communications for the assigned component groups.
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• Produce and proofread materials and assist with general communication efforts and
publications.
• Manage database tracking of participants in membership program(s).
• Maintain regular communication with committee and section members and
leadership to answer questions and to provide assistance as needed.
• Manage the committee budgets including provision of accurate billing for time spent
on the various coding lines applicable to this position.
• Coordinate with other staff members to facilitate the overall success of membership
and component group activities.
• Work in a team environment to facilitate member needs and expectations.
• Process component group’s travel fellowships and awards.
• Provide customer service and support for various client programs.
• Prepare variety of reports and materials for member meetings.
• Process dues and provide assistance to members.
• Provide routine updates and data integrity processes for membership databases.
• Administer surveys using Survey Monkey and monitor results.
• Respond to e-mail inquiries about membership, conference registrations and
general annual meeting questions.
Qualifications and Key Competencies:
• Bachelor’s degree preferred.
• At least 5+ years of progressively responsible experience in volunteer relations
and/or customer service required.
• 3 to 5 years of experience with association membership programs preferred.
• Committee liaison experience is preferred.
• Successful project management experience and ability to work independently. Must
have a strong sense of ownership over projects and tasks.
• Attention to detail and intermediate skill level for Microsoft Office suite (required).
• Working knowledge of membership databases, surveys/scheduling polls.
• Strong oral and written communication skills and be able to multi-task and manage
multiple deadlines.
• The position requires travel to an annual meeting in March of each year.
• Excellent communication skills.
• Excellent interpersonal skills and ability to interface with many stakeholders.
• Ability and enthusiasm for working both independently and collaboratively with a
fast-paced team.
• Able to manage multiple projects with overlapping deadlines.
• Strong organizational, planning, and time management skills.
• Great attention to detail.
• Aptitude for continuous learning.
• Customer service orientation.