Program Coordinator

A large statewide professional association seeks a speaker coordinator for a prominent (8,000 attendees) annual convention. Qualified candidates will have at least 1-2 years’ experience in meeting planning. Experience in speaker and program coordination; excellent organizational and project management skills; ability to handle multiple projects simultaneously; computer proficiency in Microsoft Office suite; excellent interpersonal and communication skills, professional demeanor, ability to multi-task in a fast-paced team environment, and a high energy level; self-disciplined and capable of identifying and completing critical tasks independently and with a sense of urgency. Experience with medical meetings is a plus but is not required. Some travel is required. THIS IS NOT A VIRTUAL POSITION. Send cover letter, resume, and salary requirements to Crissy Tallman at ctallman@floridadental.org. No phone calls, please.

DUTIES AND RESPONSIBILITIES:

• Coordinate speakers’ travel arrangements, secure necessary audiovisual equipment, workshop requirements, speakers' bios/photos, and other background.
• Obtains speaker handouts (approx. 150), coordinates handout review by the volunteer committee, and edits to the speakers.
• Responsible for drafting, developing, and providing all registration reports to the Director of Conventions & CE and the Committee
• Reports CE to CE Broker for all in-person and online courses.
• Solicits monetary and in-kind equipment sponsorships for speakers/courses
• Assists the Director of Conventions & CE with all event planning and administrative duties to support the annual convention, such as logistics planning for hands-on workshops and financial record keeping
• Serves as lead staff to assemble advance registration materials, including content for the registration brochure
• Serves as lead staff to assist with registration questions and licensure renewal questions.
• Attends assigned meetings and programs; required to attend three overnight committee meetings a year and the June Convention (6 nights)
• Prepares correspondence and reports about position functions; in collaboration with the Director of Conventions & CE, updates meeting protocols, as required.
• Files records, correspondence, reports, and other documents as needed in accordance with established department procedures and as required by CERP
• Handles telephone inquiries about speakers, program logistics, and registration
• Performs other tasks as assigned.

The following skills are required:

• Have a valid Florida driver’s license; 
• Excellent writing and public speaking skills; 
• Proven organizational and multi-tasking skills with an ability to prioritize workloads and endure frequent interruptions
• Able to work collaboratively with other staff members and volunteers 
• Able to identify and complete critical tasks independently and with a sense of urgency
• Able to withhold actions or speech in the absence of important information; deal with unresolved situations, frequent change, delays, or unexpected events
• Able to meet people with ease, demonstrating excellent interpersonal skills and the ability to motivate both individuals and groups
• Be able to work independently and monitor your own performance objectives