Details
 

10/27/2015

Coordinator of Events and Foundation Programs

Ohio Academy of Family Physicians

Reports to: Director of Events and Foundation Programs

OAFP Responsibilities:

• 70% of time (26.25 hours). Shares responsibility for onsite staffing of OAFP events and CME programs – events and programs to include Family Medicine Workshop; Chief Resident Workshop; C. David Paragas Leadership and Advocacy Training Seminar; Quality Improvement Training Days, Regional Ten State Conference (in years when Ohio serves as host); Strategic Planning Retreat and Members Assembly. These events are usually held on weekends and sometimes require out-of-town travel.
• Responsible for creating meeting promotions utilizing desktop publishing for web site, weekly e-newsletter and quarterly magazine; pre-event registrations; confirmation of registration and subsequent mailings; meeting materials duplication and packet preparation; name badges; onsite meeting registration; packing, unloading and setting up meeting supplies and equipment for events; operation of onsite A/V; and post event evaluation tabulation. 
• Plans and executes an annual Chief Resident Workshop for family medicine residency programs. Contracts speakers, handles registration, coordinates meeting materials and handles all facility arrangements relative to the production of the Chief Resident Workshop.
• Solicits educational support from pharmaceutical and other appropriate industries (under accepted ACCME guidelines for educational support). Solicits exhibit funding from pharmaceutical and other appropriate industries. Develops ongoing, solid working relationships with representatives of these companies on behalf of the Academy. Specifically manages exhibits for educational programs sponsored by the OAFP, including the Family Medicine Workshop and Members Assembly. Develops marketing materials, utilizes desktop publishing for brochures and publications to sell exhibit space; contracts with exhibitors, and makes hotel/facility arrangements for exhibits as needed. Manages exhibit registration and oversees administration of onsite activities for exhibitors. 
• Responsible for working with the Membership Services Manager to keep meeting information on the web site current. 

Committee Support: 

• Provides staff support to the Resident Forum and assists with Family Medicine Workshop Workgroup. Sends electronic meeting notices, takes notes, writes minutes and ensures that minutes are distributed electronically. Interacts with committee members, implements their directives and provides assistance as needed.

OAFP Foundation Responsibilities:

• 30% of time (11.25 hours). Shares responsibility with the Director of Events and Foundation Programs in advancing the mission of the Foundation through implementation of various programs focused on generating student interest in the specialty of family medicine. Programs include: Leroy A. Rodgers, MD Preceptorship program; AAFP National Conference of Family Medicine Residents and Student Members Delegate and Alternate Delegate Scholarships; Family Medicine Education Consortium Medical Student Scholarships; hosting reception at National Conference of Family Medicine Residents and Medical Students in Kansas City.
• By direction of the Director of Events and Foundation Programs, assists in program management, foundation recognition awards, and fundraising activities. A sample of responsibilities include:
  • Develops and distributes materials appropriate for promoting Foundation programs to the targeted beneficiaries 
  • Prepares program promotions/announcements for Foundation communication vehicles which include web site, WFMU, The Ohio Family Physician magazine, blast email system and social media
  • Prepares program announcements and materials for dissemination to Family Medicine Department Chairs, Predoctoral Directors and appropriate Department of Family Medicine staff
  • Prepares and distributes direct appeals to membership, individual donors and corporate membership; develops and distributes materials appropriate for promoting OAFP/F programs to beneficiaries and sponsors
  • Publicizes calls for award nominations and award recipient announcements through press releases, WFMU articles, The Ohio Family Physician magazine, social media, blast email system and OAFP/F web site
  • Coordinates collection of award requirements (letters of nomination and letters of support)
  • Prepares press releases for dissemination to media as needed
  • Other projects as assigned
  • Works with the Director of Events and Foundation Programs to manage all aspects of the Foundation’s social media/networking vehicles.

General Office: 

• Purchases necessary groceries and orders appropriate catering services for office meetings and clusters. Assists with various office duties such as running errands to supplier locations and ordering materials needed for meetings and programs. In the absence of the Membership Services Manager, answers and transfers incoming phone calls and takes messages when necessary.
• Is proficient in database operations, running reports, managing meeting planning software; serves as database back-up to the Membership Services Manager.
• Provides administrative support to the Executive Vice President on special projects as assigned. 
• Assists other OAFP staff members as workload permits. Performs all other duties as required. 

Preferred Education and Skills:

• Bachelor’s degree with one to two years of relevant work experience is preferred.
• Experience operating personal computers; knowledge of Microsoft Word, Excel, InDesign, QuickBooks, RegOnline software and social media is desired. 
• Strong writing and editing skills; dedication to quality and attention to detail.
• Professional demeanor; displays confidence in building relationships; is a connector.
• Self-starter with strong organizational skills, ability to prioritize and multi-task in order to accomplish identified goals/deadlines.
• Flexibility to work occasional weekends or evenings as needed.
• Maintains a cooperative attitude, remains flexible to changes in priorities and is courteous to all who come into contact with the OAFP and OAFP Foundation.
• Participates in training/continuing education as requested by supervisor. 

To be considered for the position, please forward your cover letter and resume to Kaitlin Smith at ksmith@ohioafp.org by Wednesday, November 25.

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