Coordinator, Educational Programs

REPORTS TO:             Senior Director of Meetings and Education

SUPERVISES:              None

CLASSIFICATION:       Exempt

EMPLOYMENT TYPE:  Full-time

To apply for this position, please use this link, https://careers.tosobesitysociety.talenteria.online/job/6/Coordinator%2C%20Educational%20Programs.  We are only accepting applications that have been submitted using this link.

LOCATION

The Obesity Society is seeking a Coordinator, Educational Programs for our national office located in Rockville, MD. This position can be home based with an optional hybrid in-office work schedule.

BACKGROUND

The Obesity Society is the leading non-profit, scientific and medical association whose purpose is to develop, extend and disseminate knowledge in the field of obesity. A growing organization, TOS is the professional home of 2,800+ researchers, clinicians, and allied healthcare professionals. The Society hosts the world’s leading scientific meeting on obesity each year (ObesityWeek®) and is actively involved in research, advocacy, clinical care, education, and enhancing public awareness about obesity as a disease.

JOB DESCRIPTION SUMMARY

Reporting to the Senior Director of Education and Meetings, the Coordinator, Educational Programs will support Meetings and Education department staff in producing high-quality conferences, webinars, eLearning activities, and other accredited and non-accredited educational activities.  

The Coordinator, Educational Programs will work with staff, TOS committee members, and vendors to develop and produce TOS’ annual scientific meeting, pre-conferences, training workshops, live and on-demand webinars, and events. Reporting to the Sr. Director of Meetings and Education and working in support of director and other department staff, the Coordinator, Educational Programs will will manage administrative and logistical activities for meetings and events. The ideal individual will be highly efficient, self-motivated, an excellent communicator, service-oriented, organized, detailed, and have practical experience with technology and online applications who can work well as part of a virtual team in a small non-profit association environment. The coordinator will also be responsible for preparing program outcomes data reports and assisting in the development of activity-level reports on a routine basis. This role involves handling information that is paramount to The Obesity Society’s business processes as an ACCME-accredited provider.

RESPONSIBILITIES

• Coordinate logistical aspects of assigned events and Continuing Medical Education (CME/CE) programs, ensuring seamless execution from start to finish.
• Assist in researching, securing, and managing vendors for TOS events, ensuring cost-effective solutions and compliance with TOS guidelines.
• Support staff in planning and coordinating event details, including venues, catering, entertainment, AV, and staging.
• Secure necessary approvals.
• Attend events to set up, execute and break down, ensuring everything runs smoothly.
• Set up and run event/meeting registration for live webinars and in-person events.
• Act as a point of contact for vendors, supporters, sponsors, volunteers, and attendees, providing exceptional customer service and support.
• Work in a team environment and interact with all levels of The Obesity Society including staff, volunteers, members, strategic partners, and the public. This includes the ability and willingness to build and cultivate relationships within and outside The Obesity Society.
• Manage TOS CME/CE activity and event data: collect, organize, enter and maintain comprehensive event data, including guest names, contact information, supporter/sponsor/partner benefits and other key notes relevant to the TOS activities and events.
• Learn and apply Accreditation Council for Continuing Medical Education (ACCME) standards to CME-accredited activities.
• Learn and apply internal rules and procedures, including those for CME activities.
• Work with Marketing and other team members to prepare digital event communications and graphics for save the dates, invitations, slides, logistics, programs, and other materials as needed using TOS’ design templates and branding guidelines. (Includes use of Canva, AI tools, and PowerPoint.)
• Possibly assist with virtual event production may include coordinating event content, creating multi-media presentations, and providing technical support for digital experiences.
• Manage TOS’ annual meeting email inbox and respond or route requests in a timely manner to appropriate staff.
• Assist in budgeting and reconciling events.
• Update websites (currently WordPress).
• Deploy evaluations and tabulate/analyze evaluation results.
• Update database records.
• Manage speaker communications, slides, recordings, forms, etc.
• Other duties as assigned.