POSITION SUMMARY
The position assists the Senior Manager of Annual Meeting Publications in pre-production processes of Annual Meeting publications, including submission and peer review of abstracts, and peer review of manuscripts. Provides support to presenters and moderators for the scientific abstracts program of the Annual Meeting and other meetings, as well as customer and system support regarding Annual Meeting publications.
ESSENTIAL DUTIES AND RESPONSIBILITIES (Duties that occupy a major portion of time and importance in the job)
1. Abstract Authors and Moderators Processes
• Tests abstract system prior to opening of submission site; updates the online pages and documentation.
• Communicates with authors during all phases of abstract submission and preparation for the Annual Meeting, responding to queries and questions
• Invites and provides system support to oral session moderators
• Communicates instructions and reminders to abstract presenters and oral session moderators
• Ensures that all users of the online system receive proper service and support, specifically authors, presenters, reviewers, and meeting officials
• Processes refunds for duplicate submission payments
• Provides customer service to members and customers with questions about abstracts
2. Peer-Review Processes
• Solicits nominations forreviewers
• Communicates with reviewers during all phases of abstract review, responding to queries and questions
• Coordinates reviewer conference calls and assigns staff volunteers to calls
• Solicits nominations for and invites reviewers for the Education Program
• Monitors submission and review of manuscripts and follows up with authors and reviewers
• Facilitates generation of roster of abstract and reviewers for Annual Meeting VIP lists
3. Annual Meeting Publications Pre-Production Processes
• Creates sessions and proofs session logistics in the online system
• Edits abstracts in HTML format in the online system
• Tests outputs for the Annual Meeting abstracts, Program Notebook, Web Program, and Online Scheduler
• Prepares Hematology manuscripts for production
• Works with staff stakeholders and vendors to ensure Annual Meeting content is ready for export
• Coordinates review of abstract proofs by staff volunteers
• Trains staff on the use of the Annual Meeting management software
- Other duties as assigned
QUALIFICATIONS, KNOWLEDGE, AND SKILLS REQUIRED
· Bachelor’s degree required.
· Minimum of three years administrative experience in a business setting, ideally supporting multiple individuals in a deadline driven-environment.
· Non-profit association background preferred.
· Detail and customer service oriented with excellent organizational skills and ability to multi-task.
· Problem solving and attention to detail.
· Strong oral and written communication skills.
· Proficiency in Microsoft Office, databases, and Internet. Basic HTML skills.
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