Description

TITLE: Specialist, Abstracts & Submissions

STATUS: Full Time Non-Exempt

LEVEL: Specialist

DIRECT SUPERVISOR: Sr. Specialist, Learning Shared Services (LSS) Operations

TRAVEL: Up to 10% of travel is required to fulfill job responsibilities which may include evenings/overnight and weekends for the annual meeting (Convergence), and/or staff retreats

POSITION DESCRIPTION SUMMARY:

This position works as a part of our Learning Shared Services team within the Education Department to maintain and support the abstract submission system and processes, ensuring that content for educational activities is submitted following consistent, streamlined processes resulting in high quality medical education to our members. This role also supports Learning Shared Services operations as needed.

DUTIES & RESPONSIBILITIES:

• Maintain submissions technology platform/database(s) in support of all programs involving submission of education content, abstracts, presentations, images, disclosures, and other relevant items that follow a submission process. Duties include but are not limited to:
  • Support the Sr. Specialist with site setup and configuration, then maintain submission sites, track materials and submissions statuses, and submitter correspondence for all applicable activities (e.g. Call for Proposals, Image Competition etc.) following guidelines/guidance from the Sr. Specialist.
  • Assist with importing/updating speaker/session details; generate reports and distribute as requested and maintain historical reports.
  • Troubleshoot and resolve issues with integrated platforms related to abstract management, escalating when appropriate.
• Support execution of submission processes across activities and events under the direction of their supervisor for programs involving submissions (e.g., educational content, abstracts, images, etc.) including Convergence and Professional Meetings (e.g. PRSYM), as well as pre-meetings, workshops, Image Competition, and other programs as applicable, throughout submission process lifecycle. Duties include but are not limited to:
  • Assist with scheduling meetings, documenting outcomes, maintaining timelines, executing against established schedules, sending correspondence to stakeholders (business owners, submitters, committee chairs, and reviewers), and generating status reports as requested.
  • Provide feedback to the Sr. Specialist on submission timelines based on execution experience (e.g,: Call for Proposals, Image Competition announcements, etc.), including submission sites and submitter correspondence.
  • Provide feedback on invited speaker communication timelines and support faculty management with generation of reports for items including speaker agreement, code of conduct, disclosures, honorarium designation, copyright agreement, bios, and syllabus.
  • Support review of faculty communications in coordination with the staff responsible for faculty management.
  • Support Convergence and other educational programs and products with configuration and setup of submission modules based on defined requirements.
  • Support dissemination of correspondence to invited speakers for required materials including speaker intent, demographics, bio, speaker agreement, disclosures, honorarium designation and syllabi.
  • Responsible for proofreading and/or reviewing syllabi and other meeting materials.
• Primary execution resource for posters and poster-related activities during Convergence when applicable. Duties include but are not limited to:
  • Execute and support implementation of Poster Tours.
  • Coordinate poster hall logistics including layout, aisles, maps and board signage working with the Meeting Services team and others as appropriate dependent upon meeting format (in person, virtual or hybrid.)
• Serve as the primary contact for inquiries related to submissions processes (including abstracts). Duties include but are not limited to:
  • Document frequently asked questions for both internal and public facing knowledgebase articles for customer service.
  • With input from others in the department, draft knowledgebase articles and guidelines for customer service related to abstracts, syllabi, and other content to cover frequently asked questions and various nuances that staff, faculty, and learners may need to know.
  • Coordinate routing for review and approval from program owners / delivery team members and dissemination to customer service.
  • Serve as an escalation resource for customer service and other staff regarding submissions and login processes - responding to inquiries and tickets in a timely manner and escalating to the Sr. Specialist as appropriate.
• Follow established guidelines, processes, and templates for implementation of all activities and provide feedback to their supervisor for enhancements/streamlining. Duties include but are not limited to:
  • Assist with ensuring works, rights, and permissions are properly documented and represented within ACR’s internal systems and digital educational activities following direction/guidelines established by their supervisor
  • Maintain processes and template documentation to ensure materials remain consistently current.
• For all Educational Department meetings (Convergence, Professional Meetings, etc.) input meeting /speaker/session details into database ensuring data accuracy and quality.
  • Import and update speaker/session details to include copy edits, speaker contact information, keywords, tracks and CME/MOC credits based on information provided by business owners and the staff responsible for faculty management
  • Support additional execution needs as requested by their supervisor.
  • Escalate issues with internal and external databases to the Sr. Specialist as needed.
• Assist as needed for all Education Department Meetings, coordinate the collection and dissemination of speaker syllabi (110+ for Convergence) for the entire meeting including Premeeting, Meet the Professors, and Workshops. Duties include but are not limited to:
  • Collect, download, and create speaker syllabi files for attendee dissemination.
  • Participate in the user acceptance testing (UAT) of online activity components including syllabi accessibility, credit claiming and transcripts.
• Coordinate and participate in user acceptance testing (UAT) for delivery of submissions/faculty system related work that involves any/all Education Department programs/products following direction/guidance from their supervisor. Duties include but are not limited to:
  • Draft requirements documentation based on direction from the Sr. Specialist to ensure submitter needs/goals/requirements are clearly defined and conveyed to delivery team(s).
  • Execute test cases and document results for UAT of submissions technology platform to ensure outputs align with defined requirements and expectations.
  • Support coordination and execution of test cases / user acceptance testing with Education Department staff and volunteers as applicable to ensure outputs/outcomes of submissions technology platform with goals and expectations.
• Serve as a backup resource for submission/faculty/session management technology platform, in support of their supervisor.
• Provide feedback/input on submissions technology platform performance as requested/required and during projects related to submissions system.
• Provide operational input for submissions technology platform needs assessments and vendor activities as requested.
• Support the Sr. Specialist in coordination of the Abstract Oversight Subcommittee.
  Other
• Provide general administrative assistance to ensure smooth day-to-day operations.
• Perform other duties as assigned by supervisor or senior leadership to advance organizational goals.

Requirements

• BA/ BS plus three (3) years’ experience working with educational content submissions such as abstracts, or more than five (5) years’ experience with no post-secondary degree.
• Experience managing end-to-end submission of various educational content types, ensuring quality assurance, compliance, and process efficiency.
• Interpersonal skills with the ability to work tactfully and effectively with staff, volunteers, members, and vendors at all levels and varying degrees of experience.
• Strong oral and written communication skills, with experience effectively collaborating with internal and external stakeholders to support project coordination, facilitate information sharing, and resolve issues.
• Proactive with the ability to manage multiple priorities, demonstrating strong organizational skills while effectively collaborating within cross-functional teams.
• Professional proficiency with Microsoft Office programs including Excel, PowerPoint, Outlook, and Word is required.
• Familiarity with virtual meeting software applications such as Zoom, Microsoft Teams or similar is required
• Experience with Cadmium CD software is preferred.
• Experience using project management platforms (such as Asana) to track tasks, manage deadlines, maintain status updates, and support cross-functional project coordination is preferred.