Education Program Manager (Annual Meeting)

Arlington County, Virginia
Aug 04, 2021
Sep 08, 2021
Program Manager
Full Time

Do you have a passion for lifelong learning and an interest in medical education programming?  Do you want to join a mission-driven organization that makes a difference in the U.S. healthcare landscape?

ASTRO, the American Society for Radiation Oncology, is seeking an experienced Education Program Manager to join our Education team. 

Under the direction of the Director of Professional Development, this person will work as part of a team to carry out an efficient and effective planning process for the Society’s in-person meetings and programming. This position participates in the oversight, development and organization of the educational program for Annual Meeting to include session submission, registration logic, speaker management and communication with over 400 faculty and various other aspects related to the education program at the Annual Meeting and other specialty meetings. The Manager will also assist in gathering CME content and documentation to ensure adherence to ACCME requirements.

This position will involve extensive work in various databases, communications with faculty and volunteers, and membership inquiries regarding ASTRO’s Annual Meeting and other specialty meetings.

NOTE: The position is DC area-based. Currently, ASTRO’s offices are open at 50% capacity (teleworking up to 3x per week).  Our plan is to fully re-open after Labor Day at 100% capacity, however this may change based on guidance from the local jurisdictions.  All staff have the opportunity to telework up to 2x/week after 6 months of employment.

Major responsibilities and duties:

  1. Assist in coordination of faculty and presenters in the Annual Meeting educational and scientific program.
  2. Serve as the staff liaison to the Annual Meeting Education Committee and assist in the development, implementation and coordination of committee activities. This includes arranging conference calls and scheduling meetings; soliciting and organizing speakers and topics; maintaining faculty database; facilitating timely and regular communications among volunteers; and developing the budget for the education program for the Annual Meeting.
  3. Manage the launch and maintenance of the Speaker Center for the Annual Meeting and other specialty meetings. This includes tracking of important documentation from faculty to accept their role, submit COI and other required documentation, complete registration, submit their presentation, etc.
  4. Manage the Audience Response system and sessions at the Annual Meeting and other specialty meetings including training of faculty prior, assisting faculty with building questions in system and entering into PowerPoint, and management of sessions and faculty onsite.
  5. Manage the Faculty VIP Office and Speaker Ready Room onsite at the Annual Meeting and other specialty meetings, including setup, training and managing onsite temporary staff, setting hours, etc.
  6. Organize course information materials and educational/scientific session speakers/faculty, including session planning worksheets, etc.
  7. Develop, maintain and edit technology tools such as the online conference planner and meeting app.
  8. Work closely with the Meeting Manager to create and maintain all education related content for the Annual Meeting, and other specialty meetings, sections of our website, including the meeting program information, schedule of events, technology tools, etc.
  9. Perform typographical, grammatical, and style editing of various online and printed publications.
  10. Request, maintain, manage and document speaker disclosure statements.
  11. Ensure program documentation supports compliance with accrediting bodies, in particular the essential areas of the ACCME.
  12. Review and process faculty expense reports.
  13. Maintain complete and accurate documentation relating to areas of responsibilities.
  14. Utilize educational tools and work flow processes in the association management system.
  15. Work with Education Operations, IT, Marketing, Communications (and other departments as necessary) to develop and maintain the technology components of various aspects of the Annual Meeting and other specialty meetings, such as session submission, registration, speaker center, meeting technology tools, i.e. online conference planner, meeting app and website.
  16. Other duties as assigned.

Successful candidates will have:


  • Bachelor’s degree or equivalent work experience required. 
  • At least five years of experience planning and organizing educational content for meetings, preferably within a medical specialty society
  • Direct experience with faculty/speaker management
  • Database management and coordination of technology tools (i.e. mobile app) is required
  • Experience in CME/ACCME (or equivalent) documentation is preferred.

Knowledge, Skills, and Abilities

  • Must have knowledge of Microsoft Office Suite, Association Management Databases, web development programs (HTML) and abstract content management systems (Confex).
  • Must have strong knowledge of continuing medical education requirements, including ACCME standards and essential areas.
  • Must have strong project management skills and experience training team members.
  • Must have a team-based approach to planning, display resourcefulness, ability to work collaboratively across the department to achieve desired results.
  • Must have excellent oral and written communication skills in order to interact effectively with contacts inside and outside the association, particularly with volunteers and physicians –listens effectively and clarifies as needed. Experience managing large committees successfully.
  • Must have outstanding interpersonal skills, shows understanding, collegiality, courtesy, tact, empathy, cooperation, concern to others; relates well to different people from varied backgrounds and different situations (such as internal staff, volunteers, physicians, and other external entities). Interested in technology, Innovative and dynamic.
  • Must excel in organization and planning: able to organize multiple tasks and develop realistic actions plans while being sensitive to time constraints and resource availability.
  • Must be results-orientated: able to work at a fast pace, determine priorities and meet critical deadlines.
  • Must excel in decision-making and problem solving, able to take action in solving problems while exhibiting judgment and a realistic understanding of issues.
  • Must be able to use critical thinking to further strategic goals.
  • Previous management and supervisory experience a plus.
  • Ability to travel domestically overnight and on weekends, four to six times per year.

This role might be right for you if…

  • You have a passion for developing, implementing and evaluating professional education programs
  • You are creative, imaginative and a team player
  • Consider yourself a tech enthusiast.
  • Ability to quickly learn and apply new technologies in instructional settings
  • Curiosity; drive for continuous improvement and development of new skills
  • Excellent written and verbal communication skills
  • Ability to prioritize and multitask effectively; strong project management skills; can meet and manage multiple deadlines working both independently and on a team; highly detail-oriented
  • Self-starter, self-motivated and able to work independently
  • Willingness to occasionally travel (including weekends)
  • Strong interpersonal skills. Ability to connect well with people and work in a collaborative manner

ASTRO offers a competitive salary and excellent benefits package which includes:

  • Flexible work arrangements including telework up to 2 days/week (after 6 months of employment)
  • Medical, dental and vision insurance, majority company paid
  • 401K with immediate company contribution
  • 23 days of Paid Time Off annually
  • 12 Paid Holidays
  • Employer paid short and long term disability insurance and more

Please see our website for more information about ASTRO.

To apply, submit cover letter, salary requirements and resume by clicking:

We are an equal/affirmative action employer.

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