The American Academy of Ophthalmology is the world's largest association of eye physicians and surgeons — Eye M.D.s — with more than 27,000 members worldwide. The vision of the Academy is to be the most valued and credible professional eye organization. Toward that end, we are seeking talented, committed and innovative team players to assist in advancing the lifelong learning and professional interests of ophthalmologists.
We currently have the following open positions:
To apply, send an email to job@aao.org with your resume and cover letter attached and include in your subject heading:
- The job title you are applying for.
- The Web site where you first saw the posting.
Meetings and Events Coordinator Job Summary The Meetings and Events Coordinator works with Academy staff to plan and organize logistics for all non-annual meeting Academy meetings. In addition, the Meetings and Events coordinator is responsible for administrative support to the Meetings and Event Manager and the onsite supervision of the Annual Meeting Spouse and Guest program.
This position interacts with Academy staff, hotel personnel, vendors, top Academy leadership, other VIPs and their spouses. The Meeting and Events Coordinator serves as Academy-wide resource for meetings, providing recommendations on how to control costs related to meetings and events. Domestic travel will be required throughout the year for approximately 6-7 weekends and 5-6 weekday trips for meeting support and site visits.
The ideal candidate will have strong administrative, event coordination, customer service, communication and organizational skills, and be enthusiastic about an entry-level meetings support position where there is opportunity to learn about and be exposed to a wide variety of areas in meeting planning. Candidates must have a high attention to detail and be able to work effectively independently while also being a strong team player.
Responsibilities - Coordinates logistical details of all Academy committee meetings including contract negotiation; development of meeting resumes, housing lists, and review of banquet event orders; reconciliation of bills; and master calendar of AAO committee meetings.
- Assists the Meetings and Events Manager with logistics for the Board of Trustees meetings, Maintenance of Certification Course (MOC) and the Mid-Year Forum.
- Assists with the coordination of the Annual Meeting Spouse and Guest Program including selection of spouse program supplier (DMC), preparing periodic sales reports, budget development and monitoring day-to-day program activity. Help supervise spouse ticket sales onsite.
- Act as liaison for Annual Meeting onsite orders for catering and water service. Order amenities for staff, suppliers, and VIPs.
- Assist with the Annual Meeting VIP Social Events. Duties to include review of beverage event orders (BEO), assistance with invitation selection and mailings, onsite coordination of Presidential Spouse events and assists Foundation with Orbital Gala Logistics.
- Coordinates the Annual Meeting special meetings and events. Duties include sending form to staff, collecting responses, scheduling, sending confirmation letters and supervising events onsite.
Skills and Requirements - 2+ years of administrative experience in a corporate or non-profit office environment which should include event/meeting planning and customer service with professionals.
- Must have a customer service orientation and strong verbal and written communication skills.
- Strong project coordination, multitasking and organizational skills with high attention to detail.
- Ability to effectively prioritize and handle a consistent and large amount of workflow.
- Strong problem solving and conflict resolution skills.
- Proficiency with MS Office (Word, Excel, Power Point).
- Experience with contract negotiation and liability is strongly preferred.
- Experience interacting with or working in the hotel industry is helpful.
- Ability to maintain tact and diplomacy under pressure.
- Ability to work effectively independently and as a team member.
- Bachelor’s degree or equivalent experience.
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Production Coordinator Job summary The Production Coordinator coordinates activities and acquires and edits content for physician committees and other staff involved with the Practicing Ophthalmologists’ Curriculum (POC) and Compass Programs and for the Maintenance of Certification (MOC) Review Course. The POC is an important program for Clinical Education, providing the information needed for time-limited certificate holders to maintain their certification. This Curriculum undergoes rigorous review and is ultimately approved by the American Board of Ophthalmology as the basis for their item writing for the MOC written examination. Compass is a comprehensive online educational tool for lifelong learning, providing a clinically relevant review of approximately 1300 topics across all subspecialties and a robust self-assessment program.
This position is also responsible for maintaining and updating the content on the Quality of Care and Knowledge Base Development's Web site. Furthermore, the Production Coordinator plans and coordinates activities for the Integrating the Healthcare Enterprise (IHE)/Medical Information Technology Committee activities. Integrating the Healthcare Enterprise Eye Care is an important integration activity, which will help members incorporate electronic workflow into their daily clinical practices. IHE Eye Care provides the framework and specifications to permit interoperability and to allow devices to send reports directly to the electronic health record.
The ideal candidate will be college educated and have the ability and skills to effectively review and revise large volumes of documents and images using software such as MS Word, Adobe Acrobat and Photoshop. This requires a high attention to detail and accuracy, and the ability to quickly learn medical terminology, meet deadlines, and work independently as well as in a team.
Responsibilities - Work with the POC and Compass committees to produce content, send out content for review, finalize images, and finalize content for production, coordinate activities for the MOC review course each July.
- Maintain and update Web site regularly using a Content Management System.
- Create, edit and publish clinical documents.
- Work with the IHE Eye Care group and Medical Information Technology Committee to plan and coordinate The IHE Eye Care Showcase at the Annual Meeting, and The Working Group 9 meeting at the Annual Meeting.
- Maintain and update wiki sites for 2 committees and 20+ Lyris Listservs.
- Oversee purchase orders.
Skills and Requirements - Experience with document formatting and electronic publishing (Photoshop and Acrobat).
- Experience reviewing, proofing, editing, and formatting large volumes of documents.
- Strong knowledge of English grammar and formatting principles.
- Experience producing accurate output with high attention to detail.
- Experience developing project plans and timelines to meet deadlines with minimal supervision.
- Prefer experience working with design and production staff and timelines.
- Proficiency in MS Office applications (Word, Excel, PowerPoint).
- Knowledge of website principles for content, organization, navigation.
- Experience using MS Sharepoint preferred.
- Basic knowledge of HTML, Adobe InDesign and Wiki preferred, but not required.
- Ability to work effectively with others in a cooperative and team approach.
- Ability to learn medical terminology. Prior knowledge of ophthalmology is not necessary.
- Ability to travel to the Annual Meeting in the Fall.
- Experience with marketing is helpful.
- Bachelors Degree.
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