The Associate Director for Scientific Programs assists the Director in managing the day-to-day activities within the Office of Scientific Programs. The Office of Scientific Programs has the primary responsibility in soliciting, inviting, reviewing, and coordinating all the educational content at the APA’s Annual Meeting and the Mental Health Services Conference. The Associate Director will have the central responsibilities of ensuring adherence to production timelines, monitoring completion of activities, overseeing communications with the scientific program committees and speakers, coordinating with the Office of CME, and assist the Director by liaising directly with the communications and meetings departments. The Associate Director is also responsible for developing, administering, and implementing administrative procedures and operational methods for the efficient functioning of all Annual Meeting and the Mental Health Services Conference activities and ensuring that ACCME guidelines are followed. In addition, the Associate Director will oversee session and speaker scheduling and management of technical systems such as data reports (Power BI and Google) and macros pertaining to speaker correspondence and committee grading management. This position will have direct management of planning committee’s activities.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Responsible for implementing and managing programmatic aspects of the Annual Meeting and the Mental Health Services Conference.
Creates and tracks detailed work plans which identify and sequence the activities needed to successfully implement the meetings/conferences noted above. Work plans cover topics including session scheduling, room assignments, acquiring faculty materials, abstract solicitation, and other work plans as assigned.
Uses project management approaches to ensure that meeting/conference initiatives adhere to project milestones, scope, and policies.
Develops and manages submission site for session scheduling, speaker management and communications, and committee grading management.
Develops and maintains macros pertaining to speaker correspondence and committee grading management.
Ensures that faculty and committee members adhere to budget/travel related policies and that reimbursements and invoices are appropriately processed.
Drafts and reviews documentation, organizes internal and external meetings, maintains accurate records and schedules, and communicates the status of projects to the Director of the Office of Scientific Programs.
Executes onsite session overflow processes and manages strategic planning of session overflow for APA’s live meetings.
Manages outside vendors related to abstract submission for APA’s live meetings.
Oversight and management of scientific program committees.
Coordination and cultivation of subspecialty presidential sessions.
Assist with developing and managing sessions related to the official Research Track.
Curates data-driven reports (Power BI and Google) and manages technical systems related to APA’s live meetings for the Director of the Office of Scientific Programs and Chief of Division of Education.
Experience with data integration of meetings application software
Proficient in database and abstract systems
Working knowledge of Artificial Intelligence
Travel to APA’s live meetings to ensure programs are appropriately implemented.
Conduct site visits with the Director and strategize session and room placements, run of show and attendee experience related to the scientific program and SPC engagements.
Other duties as assigned by the Director of the Office of Scientific Programs and the Chief of Division of Education.
Bachelors’ Degree in relevant discipline and a minimum of five years related work experience in associations; or, Bachelors’ Degree in relevant discipline with Project Management certification and a minimum of three years related work experience. Work experience to include planning and executing projects, assisting with multiple complex projects, strong project management skills with attention to detail.
Experience with educational and/or mental health programs is preferred.
Experience with project management, event management, and/or abstract management software is preferred.
Demonstrated ability to work collaboratively as a team member and excellent organizational communication skills. Proficiency using Microsoft Office Suite, especially Excel.
American Psychiatric Association (APA) is the world's largest psychiatric organization, with over 38,500 U.S. and international member physicians and 240 employees. Its vision is a society that has available, accessible quality psychiatric diagnosis and treatment. APA has excellent benefits, including medical, dental, 401k, flexible spending accounts, and tuition assistance. The APA is located in Washington, D.C. within walking distance of the L'Enfant Plaza Metro stop.