Specialist, Scientific Conference Programming

The Specialist Scientific Conference Programming will support Medical and Scientific (MedSci) leaders in conference planning abstract submission onsite speaker coordination speaker logistics and support the execution of a variety of scientific meetings. Such meetings span in-person hybrid and virtual scientific conferences and ancillary addition to working closely with internal partner divisions the Specialist will also act as a key point of contact for external stakeholders representing the Alzheimers Association in a positive professional manner.

Responsibilities

Essential functions and responsibilities include but are not limited to:

• Support the logistics and programming for Alzheimers Association International Conference (AAIC) and all other scientific conferences including both internal and external conferences. This includes tracking/planning for upcoming meetings supporting booth/exhibitor contracting coordinating registrations and hoteling for team members calendaring and post-conference reporting.
• Support the planning infrastructure and execution of scientific programming of the Alzheimers Association International Conference (AAIC) including pre-conferences main conference workshops and ancillary events. Support slide collection for invited speakers and assist with onsite scientific programming execution.
• Support the submitted scientific program at every stage - from abstract guidance submission reviewing to publication - for all scientific conferences. This includes maintaining appropriate documentation reporting relevant updates to submissions and reviews and executing specialized projects related to the scientific program as necessary.
• Support the scientific program committee call planning for all scientific conferences. Support the execution of SPC call follow-up emails and tasks.
• Support the development of new AAIC and AAIC abstract submission platform. Support data transfer testing and reevaluation of new abstract submission system. Support the creation of training materials for abstract submitters abstract reviewers and AAIC Scientific Program Committee members.
• Collaborate internally within the MedSci division to integrate scientific conferences with the full suite of Association scientific initiatives including ISTAART grant programs and journals.
• Support all virtual and in-person meetings of the Scientific Program Committee (e.g. AV needs)
• Support the weekly ISTAART newsletter and webinar series. Support planning and execution of onsite collaborations with ISTAART grants journals as part of conference or meeting programming.
• Support smooth running of the scientific program on site including timely collection of slides poster exhibition setup and coordination.
• Support the creation of reports for abstract submission abstract scoring abstract review completion and bespoke reports for internal and external dissemination.
• Lead management of the email account ensuring prompt replies to invited speakers and abstract presenters
• Support the logistical organization for MedSci events at external conferences. Includes on-the-day implementation of exhibits office space refreshments meetings and other events.
• Support invoicing/reimbursement for Med Sci team members speakers and conference fellows.
• Travel for scientific meetings (internal and external) to support exhibitor activities and programing
• Performs other duties as assigned

Qualifications

• Bachelors Degree
• 5 years or more experience

Knowledge Skills and Abilities

• Exceptional project management and time management skills with the ability to manage logistics for 50 meetings and timelines simultaneously with special attention to attendees needs requirements and schedules.
• Responsibilities include: managing abstract submission and communications with speakers preparing detailed meeting specifications to be shared with several other internal departments working with vendors and conference services team reconciling invoices to outside vendors and following-up with reimbursements.
• Ability to communicate well and disperse clear information to event attendees as it arises site visits to future locations travel to events (with weekends and evenings occasionally included)
• Ability to work effectively both independently and in a team environment. Strong communication and organizational skills.
• Experience and clear fluency using virtual platforms (such as zoom) and able to quickly adapt to and learn new technology interfaces.
• Strong interpersonal skills with the ability to represent the Alzheimers Association in a positive professional manner to key opinion leaders and stakeholders across a multitude of settings
• Ability to travel throughout the US by plane and surface transportation as well as travel internationally as needed. Must possess a valid passport.

Title: Specialist Scientific Conference Programming

Position Location: Chicago IL

Full time or Part time: Full time

Position Grade & Compensation: Grade 506 The Alzheimers Associations good faith expectation for the salary range for this role is between $63000 $71000

Reports To: AD Scientific Conference Programming

Who We Are:

The Alzheimers Association is the leading voluntary health organization in Alzheimers care support and research. Our mission is to lead the way to end Alzheimers and all other dementia by accelerating global research driving risk reduction and early detection and maximizing quality care and support.

The Alzheimers Association announced a landmark $100 million investment in research for 2023. This unparalleled commitment is illustrative of the momentum we are building in dementia research our investments today will lead to breakthroughs tomorrow.

At the Alzheimers Association our employees are at the core of all we do. Our network of more than 1900 employees across the United States makes a difference each and every day for those impacted by Alzheimers and those at risk for the disease.

We warmly invite qualified applicants to consider this opportunity to make a life-changing impact on the millions living with Alzheimers their caregivers and those that may develop the disease in the future. Read on to learn more about the role then visit our website to explore who we are and why weve been recognized as a Best Place to Work for the last twelve years in a row.

At the Alzheimers Association we believe that diverse perspectives are critical to achieving health equity meaning that all communities have a fair and just opportunity for early diagnosis and access to risk reduction and quality care. The Association is committed to engaging underrepresented and underserved communities and responding with resources and education to address the disproportionate impact of Alzheimers and dementia.

The Alzheimers Association commitment remains steadfast in engaging all communities in our full mission. The Association provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment to the fullest extent required by law including but not limited to on the basis of race color religion age sex national origin gender identity disability status genetics protected veteran status sexual orientation or any other legally protected characteristic.

Employees working 24 hours/week or more are eligible for a comprehensive benefits package including medical dental vision flex accounts short and long-term disability life insurance long term care insurance tuition reimbursement generous Paid Time Off 12 annual holidays and Paid Family Leave as well as an annual Cultural & Heritage Day and Volunteer Day of their choosing. They are also eligible for our gold standard 401(k) retirement plan. Please click HERE for more information.

Full time employees (37.5 hours/week) will enjoy all of the above plus an annual School Visitation Day and an Elder Care Facility Day of their choosing.

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