Coordinator of Events and Foundation Programs

Ohio Academy of Family Physicians

The position of the Communications Coordinator includes the following:

OAFP Responsibilities 70% of time (26.25 hours):

Reports to: Director of Education

Shares responsibility for onsite staffing of OAFP events and CME programs – events and programs to include Family Medicine Workshop; Chief Resident Workshop; Quality Improvement Training Days, Regional Ten State Conference (in years when Ohio serves as host); Strategic Planning events; and Annual Meeting; responsibilities include:

Creating meeting promotional copy for web site, weekly e-newsletter and quarterly magazine
Managing pre-event registration, registration confirmation, and any subsequent mailings to registrants
Handling duplication of meeting materials and packet preparation
Preparing name badges
Managing onsite meeting registration
Packing, unloading and setting up meeting supplies and equipment for events
Assists with setting up and operating onsite A/V
Tabulating post event evaluation results
Works with the Director of Membership to keep meeting information on the web site current

Plans and executes an annual Chief Resident Workshop for family medicine residency programs. Contracts speakers, handles registration, creates promotional materials, coordinates meeting materials and handles all facility arrangements relative to the production of the Chief Resident Workshop.

Solicits educational support (under accepted ACCME guidelines for educational support) and exhibit funding from pharmaceutical and other appropriate industries; responsibilities include:

Developing ongoing, solid working relationships with representatives of these companies on behalf of the Academy
Managing exhibits for educational programs sponsored by the OAFP, including the Family Medicine Workshop and Annual Meeting
Developing marketing materials
Utilizing desktop publishing for brochures and publications to sell exhibit space
Contracting with exhibitors
Making hotel/facility arrangements for exhibits as needed
Managing exhibit registration
Overseeing administration of onsite activities for exhibitors

Assists with staffing Family Medicine Workshop Workgroup and Family Medicine Celebration (annual meeting) CME Workgroup and committee members to implement their directives and provide assistance as needed.

OAFP Foundation Responsibilities 30% of time (11.25 hours):

Reports to: Director of Foundation & Strategic Programs

Shares responsibility with the Director of Foundation & Strategic Programs in advancing the mission of the Foundation through implementation of various programs and activities focused on student choice of family medicine as career specialty. Programs include:

Leroy A. Rodgers, MD Preceptorship Program
AAFP National Conference of Family Medicine Residents and Students (National Conference) Student Scholarships
AAFP National Congresses of Family Medicine Residents and Student Members Delegate and Alternate Delegate Scholarships
Hosts reception at National Conference in Kansas City, MO in July/August
Connector between Ohio’s seven medical school Family Medicine Interest Groups and the Foundation.

Assists with Foundation program management, recognition awards, and fundraising activities as directed by the Director of Foundation & Strategic Programs; assignments might include:

Developing and distributing materials appropriate for promoting Foundation programs to the targeted beneficiaries
Preparing program promotions/announcements for Foundation communication vehicles which include web site, WFMU, The Ohio Family Physician magazine, blast email system and social media
Preparing program announcements and materials for dissemination to Family Medicine Department Chairs, Pre-doctoral Directors and appropriate Department of Family Medicine staff
Preparing and distributing direct appeals to membership, individual donors and corporate membership
Developing and distributing materials appropriate for promoting OAFP/F programs to beneficiaries and sponsors

Works with the Director of Foundation & Strategic Programs to manage all aspects of the Foundation’s social media/networking vehicles.

Serves as staff liaison to the Foundation’s Outreach Team sending electronic meeting notices, taking notes, writing minutes, ensuring that minutes are distributed electronically, interacting with team chair and team members to implement their directives and provide assistance as needed.

General Office Responsibilities:

Purchases necessary groceries and orders appropriate catering services for office meetings and quarterly committee meetings
Assists with various office duties such as running errands to supplier locations and ordering materials needed for meetings and programs
Serves as back-up to Director of Membership in answering and transferring incoming phone calls
Orders office supplies

Miscellaneous requirements (for OAFP and OAFP/F):

Is proficient in managing meeting planning software and running reports
Assists with staffing events, meetings, and programs as assigned (most are held on weekends, evenings)
Prioritizes work to complete all responsibilities efficiently and on time
Maintains a cooperative attitude, remains flexible to changes in priority, and strives to maintain harmonious relationships with OAFP staff, members, and all others who come into contact with the OAFP
Flexibility to work occasional weekends or evenings as needed
Performs all other duties as required
Participates in training/continuing education as requested

Preferred Education and Skills:

Bachelor’s degree with one to two years of relevant work experience or commensurate work experience is preferred
Knowledge of Windows software applications (Microsoft Word, Excel, Outlook, PowerPoint), Adobe InDesign, QuickBooks, Cvent software and social media is desired
Strong writing and editing skills; dedication to quality and attention to detail
Professional demeanor; displays confidence in building relationships; is a connector
Self-starter with strong organizational skills, ability to prioritize and multi-task in order to accomplish identified goals/deadlines
Ability to work independently with minimal supervision
Dependable, punctual, and a team player

Interested in the position? Mail or email a letter of interest, resume and salary requirements to:

Ohio Academy of Family Physicians
4075 N. High St.
Columbus, Ohio 43214

Attention: Erin Jech, Director of Education

Email: ejech@ohioafp.org

Deadline for submissions is Feb. 28, 2019.

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