Coordinator, Global Programs and Events

Position Summary

The Society for Maternal-Fetal Medicine’s (SMFM) Coordinator of Global Programs and Events is an integral member of the Meetings, Membership, and Marketing Communications Team and furthering the Society’s mission. From submission to final selection, this position supports the Call for Abstracts and associated processes that culminate in the final program of the annual Pregnancy Meeting and the SMFM Global Congress – the Society’s largest and most renown educational events.

The ideal candidate for this position is an analytical, organized, solutions-oriented self-starter with strong attention to detail; exceptional communication skills; and a collaborative, “can-do” attitude. This position will engage heavily with internal and external stakeholders of all professional levels, as well as staff from various departments, so the ability to communicate clearly and effectively with heightened customer service skills is of the utmost importance.

This role is well suited for a mission-driven, dynamic, self-motivated, and highly productive individual who thrives in a fast-paced environment. The candidate should demonstrate strong problem-solving and project management skills; the ability to work independently under pressure to meet deadlines; strong written and verbal communication skills to communicate complex processes effectively; and a commitment to always maintain the highest level of professionalism.

Abstract, Program, and Speaker Management Support

• Support the Society’s Call for Abstracts submission, review, selection, and presentation processes for the annual Pregnancy Meeting and biennial Global Congress, serving as the primary point of contact for customer service inquiries for submitters, reviewers, and accepted presenters.
• Maintain and support the Society’s abstract submission, review, and selection systems and platforms, ensuring accuracy and procedural efficiency.
• Assist in the collection and creation of content for physical and digital meeting collateral, such as reviewing session descriptions, verifying presenter information, and cross-referencing databases to ensure the proper information is displayed.
• Engage with submitters, reviewers, accepted presenters, and key stakeholders to communicate important deadlines; facilitate the collection of information and presentations; and ensure timely expense reporting and reimbursement.
• Facilitate the production of the annual Pregnancy Meeting and biennial Global Congress mobile app and online program, serving as the vendor’s primary point of contact to ensure both products are produced in a timely manner with excellence.
• Support the facilitation of ensuring accepted abstracts from the annual Pregnancy Meeting and biennial Global Congress are submitted to Pregnancy, SMFM’s journal, for internal preparation, external review, and final publication.
• Process requests for Certificates of Presentation and Attendance, as well as Visa Letters of Invitation.
• With the Coordinator of Meetings and Corporate Partnerships, assure that all faculty, invited speakers, and program participants have satisfied registration and accommodation requirements for the annual Pregnancy Meeting and biennial Global Congress.

Volunteer and Committee Support

• Coordinate, schedule, and support meetings with the annual Pregnancy Meeting and biennial Global Congress Program Committees and related task forces.
• Support and facilitate processes for various volunteer groups, including but not limited to calls for abstract reviewers, moderators, judges, and high school mentors.
• Support the issuing, tracking, and management of honoraria; the collection of volunteer expenses; and disbursement/reimbursement.

Operational and Administrative Support

• Support the Director of Global Events and Strategic Initiatives with the development of presentations, statistics, and other information for routine updates to the Program Committees; Board; Executive Committee; and other internal and external stakeholders.
• Identify and recommend process improvements to streamline processes pertaining to the Call for Abstracts, related communications, and final program development.

Desired Qualifications and Other Requirements

• Bachelor’s degree and 1 – 3 years of experience in association abstract management, educational programming, or meeting planning support; non-profit medical association experience preferred.
• Proficiency in Microsoft Office (specifically Excel, Word, and PowerPoint) and experience with abstract management platforms, specifically the Cadmium suite of event technology software (Scorecard, Education Harvester, Poster Harvester, eventScribe, and Mobile App), preferred.
• Knowledge of association management systems (AMS), specifically Novi, a plus.
• Exceptional written, oral, interpersonal, and organizational skills with the ability to work collaboratively with volunteers, external stakeholders, and internal teams.
• Impeccable attention to detail with the ability to manage multiple deadlines and prioritize competing requests.
• Self-starter with a proactive approach to problem-solving, troubleshooting, and resolving issues independently.
• Able to work collaboratively and effectively in a remote, small staff environment.

Additional Job Requirements

• SMFM is fully remote. However, to foster collaboration amongst the team, aid in the execution of local events, and to facilitate collaborative relationships between the team and vendor partners, candidates for this position must live in the Greater Washington DC area.
• Must possess the ability to travel to meetings (three per year and as needed), and occasionally, have flexibility within working hours.

SMFM Staff Core Competencies

All SMFM staff members are expected to demonstrate excellence in the following areas:

• Respect for differences – whether racial, ethnic, sexual orientation, gender, or socioeconomic class.
• Effective, respectful, and timely communications with supervisors, coworkers, vendors, and others.
• Effective teamwork and collegiality to ensure the timely, strategic, and successful completion of work.
• Actively listening, seeking, and accepting feedback, and recognizing the importance of stretching oneself, learning, and growing.
• Being an analytical, thoughtful, and strategic thinker and actor; considering the mission, objectives, work plans, and goals of SMFM’s work and demonstrating an understanding of the impact of their decisions and behavior on the organization.
• Seeking out advice, counsel, and permission appropriately; but not being afraid to act when it is required to be effective.