The coordinator serves as support staff to the Office of Scientific Programs and directly supports the Director of Scientific Programs. The Coordinator facilitates the planning and implementation of assigned formats; provides information and technical assistance to prospective and selected program participants regarding CME requirements and submission processes; responds to meeting-related inquiries; and collaborates on all phases of conference-related publications. The Coordinator assists in the ongoing maintenance and improvement of the online submission system and conference program database.

 DUTIES & RESPONSIBILITIES

Assists the Director and Associate Director in staffing the scientific program committees (SPCs) for the APA Annual Meeting and Mental Health Services Conference.

• Assist in all aspects of the SPC subcommittee meeting, including room set-up, food and beverage and collating meeting materials such as folders, grading sheets, minutes, agenda and evaluation data.
• Answer questions that the SPC member may have about formats.
• Prepare and send correspondence on behalf of the SPC and office Director to speakers.
• Draft Minutes and Agendas for all internal meetings including, not limit to, committee meetings.
• Update tracking grids for Annual Meeting and Mental Health Services

• Compiles background materials for prospective submitters; participates in quality control/proofreading and monitoring of submission activities; tracks the delivery of speaker provided materials; enters data into submission system related to accept, rejects and scheduling; and compiles background materials on perspective speakers.
  • Completes program development tasks on meeting timelines including tasks that may occur simultaneously.
  • Assists in the development, testing, and revision of the submission site and administrative modules. Participate in QC/QA testing of websites.
  • Monitors prospective participants’ submissions for completeness regarding CME requirements.
  • Responds to inquiries and complaints via email and/or phone and keeps track of special requests submitted by speakers.
  • Coordinates volunteers’ activities at the meetings to monitor sessions at the annual meeting and Mental Health Services Conference.
  • Assists in staffing the Annual Meeting and Mental Health Services Conference by helping SPC members, APA staff, APA members, and attendees.
  • Submits notes regarding the Annual Meeting and Mental Health Services Conference to the Director, including problems incurred and recommendations for the future.
• Supports users with the submission system and respond to phone and email inquiries from members about the Annual Meeting or Mental Health Services Conference scientific program.
  • Answers phone and email-based tickets from members, speakers, and potential faculty who have questions about their submissions or their participation in the Annual Meeting or Mental Health Services Conference.
• Prepares and proof-read various reports with respect to presenters and session information.
  • Prepares various session reports for the annual or Mental Health Services Conference meeting in publications as assigned.
  • Coordinates all program changes and cancellations and provide manuscript for the four editions of the Daily Bulletin.
  • Ensures that all changes made to publications have also been updated in the database.
• The coordinator provides administrative support to the Director regarding routine recordkeeping and filing, preparing drafts of narrative and statistical reports based on meeting activities, assists with design and updating of the Office web site, maintaining Office calendars, and other tasks as assigned.
  • Assists in updating timelines and schedules for internal and external meetings as requested.
  • Creates and updates timelines for meeting-related production deadlines.
  • Maintains central office files for program-related activities.
• Manages Annual Meeting and Mental Health Services Conference financial disclosure review process in compliance with ACCME/Joint Accreditation standards, including tracking and reviewing financial disclosures for conflicts of interest, collecting and reviewing session presentations, and developing disclosure information for meeting website and program book.
• Other duties as assigned

COMPETENCIES

The Coordinator’s performance on these duties and responsibilities will be measured using the following competencies:

• Identifies routine and predictable issues and recommends solutions to management.

• Demonstrates a limited understanding of the work or project team's relationships and responsibilities within the department.
• Significant interaction with members and customers via phone calls and other modes of communication, using tact and good decision making      

SCOPE & IMPACT

• Supports the Office of Scientific Programs by performing the duties listed above and contributes suggestions to improve processes
• Presents a positive image of the Office of Scientific Programs and APA to stakeholders on regularly scheduled calls with the Scientific Program Committee
• Success is frequently measured by the completion of individual tasks

COMPLEXITY, PROBLEM SOLVING & DECISION-MAKING

• Completes routine tasks while adhering to well-defined rules and standards
• Work output is often a predictable product that is used by others to perform larger portions of the end result
• Identifies routine and predictable problems and recommends solutions to management
• Reviews departmental timelines for assigned tasks and works ahead to ensure all tasks are completed by the established deadlines, not simply started

RELATIONSHIP MANAGEMENT & AUTHORITY

• Relationships primarily follow established protocol
• Relationships may include significant interactions with members, customers, other employees, and vendors via phone calls, emails, and other modes of communication
• Uses tact and discretion to obtain cooperation and understanding on routine matters
• Makes use of established relationships to obtain deliverables and meet expected milestones, escalating any delays to management in a timely manner

ORGANIZATIONAL KNOWLEDGE

• Demonstrates a limited understanding of relationships and responsibilities within the department
• Demonstrates a limited knowledge of policies, procedures, and terminology
• Recognizes when current knowledge of departmental policies is insufficient to address current needs and either escalates inquiry or seeks clarification and/or additional information to better assist members