Oakbrook Terrace, Illinois
Posted: 05-May-25
Location: Rockville, Maryland
Type: Full Time (Remote & In Office)
Salary: Commensurate with experience
Categories:
Preferred Education:
Additional Information:
REPORTS TO: Senior Director of Meetings and Education
SUPERVISES: None
CLASSIFICATION: Exempt
EMPLOYMENT TYPE: Full-time
To apply for this position, please use this link, https://careers.tosobesitysociety.talenteria.online/job/6/Coordinator%2C%20Educational%20Programs. We are only accepting applications that have been submitted using this link.
LOCATION
The Obesity Society is seeking a Coordinator, Educational Programs for our national office located in Rockville, MD. This position can be home based with an optional hybrid in-office work schedule.
BACKGROUND
The Obesity Society is the leading non-profit, scientific and medical association whose purpose is to develop, extend and disseminate knowledge in the field of obesity. A growing organization, TOS is the professional home of 2,800+ researchers, clinicians, and allied healthcare professionals. The Society hosts the world’s leading scientific meeting on obesity each year (ObesityWeek®) and is actively involved in research, advocacy, clinical care, education, and enhancing public awareness about obesity as a disease.
JOB DESCRIPTION SUMMARY
Reporting to the Senior Director of Education and Meetings, the Coordinator, Educational Programs will support Meetings and Education department staff in producing high-quality conferences, webinars, eLearning activities, and other accredited and non-accredited educational activities.
The Coordinator, Educational Programs will work with staff, TOS committee members, and vendors to develop and produce TOS’ annual scientific meeting, pre-conferences, training workshops, live and on-demand webinars, and events. Reporting to the Sr. Director of Meetings and Education and working in support of director and other department staff, the Coordinator, Educational Programs will will manage administrative and logistical activities for meetings and events. The ideal individual will be highly efficient, self-motivated, an excellent communicator, service-oriented, organized, detailed, and have practical experience with technology and online applications who can work well as part of a virtual team in a small non-profit association environment. The coordinator will also be responsible for preparing program outcomes data reports and assisting in the development of activity-level reports on a routine basis. This role involves handling information that is paramount to The Obesity Society’s business processes as an ACCME-accredited provider.
RESPONSIBILITIES
- Coordinate logistical aspects of assigned events and Continuing Medical Education (CME/CE) programs, ensuring seamless execution from start to finish.
- Assist in researching, securing, and managing vendors for TOS events, ensuring cost-effective solutions and compliance with TOS guidelines.
- Support staff in planning and coordinating event details, including venues, catering, entertainment, AV, and staging.
- Secure necessary approvals.
- Attend events to set up, execute and break down, ensuring everything runs smoothly.
- Set up and run event/meeting registration for live webinars and in-person events.
- Act as a point of contact for vendors, supporters, sponsors, volunteers, and attendees, providing exceptional customer service and support.
- Work in a team environment and interact with all levels of The Obesity Society including staff, volunteers, members, strategic partners, and the public. This includes the ability and willingness to build and cultivate relationships within and outside The Obesity Society.
- Manage TOS CME/CE activity and event data: collect, organize, enter and maintain comprehensive event data, including guest names, contact information, supporter/sponsor/partner benefits and other key notes relevant to the TOS activities and events.
- Learn and apply Accreditation Council for Continuing Medical Education (ACCME) standards to CME-accredited activities.
- Learn and apply internal rules and procedures, including those for CME activities.
- Work with Marketing and other team members to prepare digital event communications and graphics for save the dates, invitations, slides, logistics, programs, and other materials as needed using TOS’ design templates and branding guidelines. (Includes use of Canva, AI tools, and PowerPoint.)
- Possibly assist with virtual event production may include coordinating event content, creating multi-media presentations, and providing technical support for digital experiences.
- Manage TOS’ annual meeting email inbox and respond or route requests in a timely manner to appropriate staff.
- Assist in budgeting and reconciling events.
- Update websites (currently WordPress).
- Deploy evaluations and tabulate/analyze evaluation results.
- Update database records.
- Manage speaker communications, slides, recordings, forms, etc.
- Other duties as assigned.
EXPERIENCE
- At least three years experience in administrative work, project coordination, and/or event management working for an accredited provider.
- Experience in event planning preferred.
- Proficient in using web conferencing software (Zoom, Microsoft Teams, etc.).
- Scheduling, staffing, and taking minutes at committee meetings (usually virtual).
- Ability to be diplomatic, self-motivated, resourceful, considerate, and tactful.
- Willingness to work in an atmosphere requiring flexibility and change. Demonstrated ability to respond quickly to changing ideas, responsibilities, expectations, strategies, and other processes at work.
- Preparing reports using MS Excel and PowerPoint.
- Preparing presentations, correspondence and documentation in a timely manner.
- Working independently and within a team on projects, some of which will occur periodically on a schedule, and others will have short timelines and may occur only once.
CHARACTER AND VALUES
- High standard of professionalism and commitment to excellence.
- Accountable, accepts personal responsibility for performance, and performs job with integrity.
- Patience, respect, and positivity when dealing with people inside and outside the organization.
- Highly organized. Candidate must possess proficiency in managing multiple projects simultaneously with many moving parts, on time and on budget.
CORE SKILLS
- High-levelwritten and oral communication skills.
- Strong attention to detail.
- Positive attitude and problem solver.
- Customer-service oriented. Patience and positivity when dealing with people.
- Exceptional productivity while working remotely/independently.
- Effectiveness working with remote colleagues via Teams and other tools.
- High standard of personal responsibility and accountability.
- Proficient meeting planning skills.
- Highly proficient in editing and proofreading documents.
- High level of organization – must be excellent at coordinating projects with many of moving pieces while meeting deadlines.
- Familiarity and comfort with current and evolving technology: AI, video, social media, data collection, APIs, graphics, etc.
- Scheduling flexibility to accommodate pre-scheduled evening and weekend events.
- Proficiency using learning management solutions, association management tools, and other databases (Examples: Planstone, MemberSuite)
- Proficient use of:
- WordPress, Canva, and/or other WYSIWYG graphics skills
- Microsoft Office Suite skills
- Zoom (or similar) webinar production skills
PREFERRED QUALIFICATIONS; NOT MANDATORY
- Nonprofit experience.
- Live and digital event production experience.
- Design skills, preferably in Canva or similar.
- Knowledge of email marketing basics.
- Experience using Tableau.
- Proficient in Microsoft SharePoint and Teams.
TRAVEL
- One week travel to the ObesityWeek® conference every fall (typically first week in November). This is the main conference produced by The Obesity Society.
- Possible additional travel to new in-person events that are in development. Currently planned to be 1–2 day events in the United States. The quantity will vary from year to year, but dates will be planned in advance to allow work-life balance/scheduling.
COMPENSATION AND BENEFITS
Pay is commensurate with experience; geographic differentials to the pay range may apply. The Obesity Society reserves the right to pay more or less than the posted range.
- Work from home and/or in Rockville, MD office
- 35 hour standard work week, with flexible start and end times
- TOS offers Paid Time Off (PTO) (e.g., vacation, personal, sick, holidays)
- We offer employer sponsored benefits including medical, dental, vision, disability, and life insurance, along with a robust retirement program that includes an employer match and automatic contribution. As a mark of our commitment to employee well-being, we also offer an employee assistance program, employee wellness program and telemedicine, and medical consultation.
To apply for this position, please use this link, https://careers.tosobesitysociety.talenteria.online/job/6/Coordinator%2C%20Educational%20Programs. We are only accepting applications that have been submitted using this link.