The Annual Meeting Program Manager plans the full life cycle of SIR’s Annual Scientific Meeting, including daily programming, keynote speakers, special events, production, and scheduling. They work closely with a volunteer planning committee, multiple staff and vendor partners to plan activities for the weeklong event. The annual scientific meeting is SIR’s signature event, with more than 5,000 attendees gathering for continuing education and training, corporate exposition and symposia, networking, and other special events.
The ideal candidate brings three to fives years of solid, first-hand experience planning an annual national scientific or medical meeting. They must be capable and confident planning and implementing meetings in both virtual and in-person environments. Candidates should have strong relationship-building skills to facilitate cross-department collaboration, and be able to communicate clearly and confidently, verbally and over email, to provide direction to staff and volunteers throughout the lifecycle of the meeting.
Position Functions and Responsibilities
To perform this job successfully, each essential duty and responsibility must be performed satisfactorily. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions. Other duties may be assigned to meet business needs.
Essential Functions and Responsibilities
As a key contributor to a successful annual meeting the Annual Meeting Program Manager will:
• Serve as primary contact for all confirmed speakers and session coordinators for the SIR Annual Meeting for ~500 speakers. Provide exceptional customer service to all speakers.
• Manage the efforts of the physician-led Annual Meeting Program Committee; to include the preparation and dissemination of bi-weekly conference call agendas and supporting materials for committees and staff. Responsible for managing and implementing the development of all curricular content and planning materials for the SIR Annual Meeting/ ~200 sessions
• Manage the Annual Meeting scientific abstract process (Cadmium); 1600+ submissions, coordinating the blinded, peer-reviewed review and notification process
• Create session scheduling based on room logistics and content distribution across the meeting. Determine potential scheduling and content conflicts and work to alleviate these issues.
• Manage and oversee the data integrity of faculty information within the Society AMS and various Annual Meeting databases
• Manage all speaker communications and presentation logistics resulting in a seamless run of show
• Work with third party vendor on the development of attendee and speaker support systems for educational activities, to include mobile apps, website/online itinerary planners, evaluation sites, etc. Provide training to staff, attendees, and presenters, as needed
• Collaborate with the Publications department to oversee the production of the JVIR Annual Meeting Supplement
• Manage possible virtual or hybrid meeting components, including coordinating and ensuring platform-specific timelines
• Track and monitor key performance indicators such as registration trends and revenue. Provide weekly update to key staff
Secondary Functions and Responsibilities
• Provide on-site support to Faculty at the Annual Meeting
• Key point of contact for various Annual Meeting vendors (Experient, Cadmium, Personify)
• Assist Director with budgeting and planning by providing historical data and recommendations
• Track and monitor expenses; review invoices for accuracy
• Support logistical efforts of other SIR meetings as assigned
Knowledge, Skills and Abilities
• Strong oral and written communication skills
• Working knowledge of budget preparation and analysis of financial reports.
• Able to maintain high quality standards and meet deadlines under a heavy workload; able to work independently with minimal supervision as well as in a team environment, and use independent judgment in addressing competing priorities
• Bring agility and creativity to respond to a rapidly changing meeting environment
• Ability to manage multiple projects effectively, i.e., meets deadlines and stays within budget.
• Ability to appropriately interact at various levels, from junior staff through to senior management, within the organization, and as well with physician volunteers and multiple vendors in a member-service environment.
• Knowledge of Microsoft Office Suite, association databases, and web applications is preferred.
• Must be willing and able to travel to meetings and other activities related to the position
• Ability to work outside regular scheduled office hours
• 4-year college degree or equivalent experience in meeting planning
• 3-5 years direct experience in scientific meeting management
• Strong background in scientific program abstract management preferred
• Project management experience required
• Association experience preferred
• CMS/LMS/AMS knowledge a plus
• Cadmium experience a plus
• Virtual/online meeting experience a plus
• CMP and/or DES certification a plus
Working Conditions/Physical Requirements:
SIR is a small, fast paced open office environment with moderate noise levels. The use of phones and computers for extended periods of time is common. Proficiency in office equipment and communication technologies for conference calls and teleconference meetings/webinars is desired. Requires general mobility to move through the facility. Ability to lift up to 25 pounds. Frequent interaction with internal staff and physician members/board via phone, in person, email and other mediums. Normal sitting and standing activities for an office environment. Some travel primarily for Annual Meeting. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions.
Special note regarding COVID-19: Candidates for this position are expected to work from home during the next few months and may have flexibility to continue to work from home as we transition back to the office.
SIR is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.
About Society of Interventional Radiology
The Society of Interventional Radiology (SIR) is a thriving professional medical society dedicated to optimizing patient care and improving lives through minimally invasive, image-guided treatments. Located in Fairfax, Virginia, SIR represents one of the most innovative, exciting and competitive specialties in medicine today.
SIR is a 501(c)(6) professional association that supports more than 8,100 interventional radiology physicians, trainees, medical students, scientists and clinical professionals. SIR is also comprised of SIR’s 501(c)(3) Foundation, which focuses on research and fundraising to advance the future of interventional radiology. Together SIR and SIR Foundation have nearly 50 staff, combined annual revenues of $12.6 million, and assets of nearly $17 million.