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SEMPA Project Coordinator

DEPARTMENT

Managed Orgs. - SEMPA

BASIC FUNCTION

Coordinates projects as they relate to SEMPA’s national conference and other educational courses; website and social media presence; and marketing, communications, and promotions. Assists the Executive Director of SEMPA, board of directors and committees with various responsibilities.

Characteristic Duties and Responsibilities

  1. Performs pre-conference duties including setting up registration site; coordination of speaker forms, handouts, schedule, contracts, disclosure forms; overviews & objectives; A/V needs; coordination with meeting planner; ordering supplies; packing; shipping; processing registrations; preparing handouts and other materials; setting up electronic evaluations; populating the conference mobile app schedule and faculty; updating print and/or online conference brochure; securing and coordinating in-kind equipment and ultrasound models; and setting up CME certificates.

  2. Performs onsite conference duties including room set up; registration; social media; assisting with social events; distributing, collecting and/or monitoring evaluations; A/V set up; taking photos or videos; monitoring signage; assisting with exhibits; coordinating in-kind equipment and models.

  3. Performs post-conference duties including inventory of remaining workshop supplies; ensures that all in-kind equipment is properly returned to vendors; packs all remaining supplies and equipment for return shipment to headquarters; prepares all faculty reimbursement letters and processes faculty reimbursements.

  4. Manages online CME application process for the annual conference, standalone courses, and virtual education offerings, which also includes ensuring compliance and documentation processes for all CME approved activities. Track critical educational files, credit letters, contracts, planning documents, and evaluations for educational activities.

  5. In conjunction with Committee Chairs, oversees the development, management and execution of monthly virtual educational events including scheduling, speaker coordination, obtaining CME, video preparation, registration, promotion and conducting the event via Zoom.

  6. Assists with creating, updating, and maintaining the content, graphics, and menu structure of the organizational website through a web content management system.

  7. Assists in managing organizational social media strategies and execution through the development of messaging and content as well as the graphics with Canva for all social media outlets. Assists in providing performance metrics across all social channels with recommendation on how to use the data to improve the user experience or achieve organizational goals.

  8. Assists with the creation of the design and content for internal and external electronic and print marketing, collateral, and promotional materials; member campaigns and promotions; quarterly e-newsletter; public relations campaigns; advertising; cross-promotional opportunities; and video development.

  9. Performs marketing and promotions duties including building email templates; writing content for promotion section of daily e-newsbrief; managing marketing lists; coordinating with printers; utilizing Click Dimensions; working with designers; and managing mail houses.

  10. Oversees award, grant and other application submissions including promotion, application collection, redacting, disseminating confidential information, coordinating with reviewers, notifying candidates, and fulfilling award/grant. 

  11. Assists with annual Board of Director elections.

  12. Facilitates communication with committees, sections, task forces, members, and others with activities such as collecting, tabulating, and analyzing data; drafting reports; distributing reports; setting up calls, writing and distributing agendas, and meeting minutes.

  13. Monitors and provides information and statistics as needed on the status of projects, programs, membership, and conferences.

  14. Respond to routine telephone and email inquiries from members and others regarding member benefits, events, and services.

  15. Provides administrative support to the Executive Director including but not limited to ordering supplies, tracking the ordering of periodicals and related materials, formatting and editing reports, developing group lists, and serving as administrator to multiple lists.

  16. Using association’s CRM and other sources, maintain rosters, account and contact files, complete advanced search reports, implement workflows, prepare marketing plans, and apply other CRM capabilities as available.

  17. Prepare various reports for the department including membership report analysis, survey analysis, affinity partner communications plans, and royalty reports.

  18. Utilize ReQlogic to create and receive purchase orders, purchase requisitions, invoices, and other expenses.

  19. Coordinates activities and provide support for the implementation of the SEMPA exhibit booth at various conferences.

  20. Assist with preparations for shipments to meetings, conferences, and exhibit events. Travel to meetings if assigned. 

  21. Work with other staff members on projects of mutual interest to ensure efficiency within the College.

  22. Perform other duties as assigned by supervisor.

Relationships and Contacts

Reports to:

SEMPA Executive Director

Internal Contacts:

All College staff

External Contacts

ACEP/ SEMPA/CORD/EMRA members and leaders, chapters, other specialty societies, hospitals, vendors, physician groups, universities, faculty, public and government-related medical entities

Required Education and Experience

  1. Bachelor’s degree or equivalent work experience
  2. Five years of related experience including project management; communicating effectively with a high level of accuracy; meeting deadlines; proofreading and editing; work with content management systems, Microsoft software and databases, graphic software desired. 
  3. Ability to travel as required. Anticipated travel is four to six times annually for periods ranging from one to eight days. 

Other Desired Qualifications 

  1. Ability to adapt to changing priorities and schedules
  2. Understanding of medical terminology and of medical equipment
  3. Experience with Photoshop, Publisher, Canva, Vimeo or other software
  4. Experience with social media management
  5. Experience with html                     
  6. Experience and knowledge in health care     
  7. Ability to work independently
  8. Highly organized, detail-oriented and have initiative
  9. Ability to interact well with members and clients
  10. Excellent proofreading and copy-editing skills
  11. Strong verbal and written communications skills
  12. Experience in working with volunteers
  13. Degree preferred or some college level courses

We offer competitive salary, excellent benefits package, retirement plan and more.

If you have any questions or would like to send your resume, contact us here.

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