Programming / Marketing & Events Coordinator

Chicago, IL (Hybrid)

The American Medical Association (AMA) is the nation's largest professional Association of physicians and a non-profit organization.

We are a unifying voice and powerful ally for America's physicians, the patients they care for, and the promise of a healthier nation.

To be part of the AMA is to be part of our Mission to promote the art and science of medicine and the betterment of public health.

We continuously work to embed equity in our internal practices and are committed to increasing the diversity of our staff across all levels of the organization.

We intentionally work to create the right conditions to enable our employees to feel that they can be their authentic selves and fully participate in the life of the enterprise.

We encourage and support professional development for our employees, and we are dedicated to social responsibility. We invite you to learn more about us and we look forward to getting to know you.

We have an opportunity at our corporate offices in Chicago for a Programming / Marketing & Events Coordinator (internal title Programming and Events Coordinator ) on our Medical Education team.

This is a hybrid position reporting into our Chicago, IL office, requiring 1 days a week in the office.

As Programming and Events Coordinator, you will coordinate and administer assigned projects, programs, conferences, and meetingsin medical education that support the AMA's strategic plan.

Provide marketingand communications support to promote the work and outputs of the ChangeMedEdinitiative. Must ensure the flow of timely and accurate information betweeninternal teams and external collaborators, contributes to the budgetary,contractual, financial, business continuity plans, legal and otheradministrative responsibilities of the Medical Education Group.

RESPONSIBILITIES :

Project Coordination - Meetings and Events

Provide planning and support for assigned projects and programs, including national conferences and meetings that support the work of the ChangeMedEd initiative.

Oversee processes and tasks related to meeting and event planning, including developing agendas, scheduling planning calls, taking notes, managing hotel room blocks and attendee lists and creating meeting materials.

Develop timelines and work plans and advise on required resources for current and upcoming programs and events to contribute to assessments of feasibility.

Ensure that task-related information and instructions are delivered to relevant individuals and teams; provide project support in a timely manner.

Work with external partner organizations to facilitate, coordinate, execute, and support logistics related to programs- and events;

serve as a liaison for the Group with external associations, institutions and vendors.

Review and update timelines with team members to ensure all milestones and delivery dates are clear, reasonable and can be met on time.

Seek cross-team approvals and support if needed.

Provide programming support and other assistance regarding budget development and monitoring; financial and legal requirements;

and other tasks as assigned to ensure that program and meeting goals are met.

Contribute to the monitoring and implementation of contract proposals, including consolidating information and / or documents required for the review and execution of contracts.

Provide logistical support for ChangeMedEd webinar series.

Assists with identification and ordering of promotional items for meetings and events.

Marketing and Communications Support

Assist with the submission of Marketing Service Requests (MSR) to the AMA Creative team for development of meetings and marketing assets.

Monitor and coordinate the updates to ChangeMedEd web pages on the AMA website.

Monitor the publication of news and articles about ChangeMedEd initiatives and support marketing team with activities to amplify them (social media, website, etc.).

Monitor social media for mentions of our work and the work of relevant organizations in medical education.

Support management of marketing and communications calendar.

May include other responsibilities as assigned

REQUIREMENTS :

1. High school diploma / GED with comparable work experience required. Bachelor's degree in business or related field preferred.

2. Demonstrated experience in program and event coordination with a thorough understanding of project management, particularly related to event planning and marketing and communications;

contracting knowledge preferred.

3. Experience working with a budget required.

4. Ability to effectively manage time, prioritize work, adjust to changing demands, and multi-task across many assignments;

detail and task oriented.

5. Well-developed interpersonal skills, including relationship-building; ability to interface effectively with people of varying disciplines, background, and expertise.

6. Strong written and verbal communication skills.

7. Ability to work independently and able to function effectively as a team member.

8. Proficiency in Microsoft Office required; experience with the following database solutions and platforms a plus : contract management, financial / budgeting software, Cvent, Conference Harvester, Asana.

9. Self-starter with attention to detail.

10. Some travel required.

The American Medical Association is located at 330 N. Wabash Avenue, Chicago, IL 60611 and is convenient to all public transportation in Chicago.

We are an equal opportunity employer, committed to diversity in our workforce. All qualified applicants will receive consideration for employment.

As an EOE / AA employer, the American Medical Association will not discriminate in its employment practices due to an applicant's race, color, religion, sex, age, national origin, sexual orientation, gender identity and veteran or disability status.

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Last updated : 2024-02-25