Meeting Coordinators provide support to the Society Directors for the meetings and events of the medical specialty association clients managed by the Texas Medical Association’s Association Management Services department. Meeting Coordinators have excellent people skills and are well organized. Meeting Coordinators must work well under pressure, ensuring efficient meetings through effective planning and communication. Travel is required.
Work with Society Directors to accomplish multiple highly successful conferences and meetings annually.
Manage setup and marketing campaigns for assigned meetings and events.
Create badges, attendee lists, signage, and other meeting related materials.
Process all meeting registrations initiated thru email, phone, or postal mail.
Coordinate with the Finance team to ensure that all meetings are setup correctly and flow accurately through appropriate financial accounts.
Prepare all meeting financial deposits.
Handle on-site meeting registrations and exhibitor set-up.
Act as the meeting primary point of contact for conference attendees if the Society Director is unavailable.
Finalize all meetings thru careful generation of meeting reports, member correspondence, Continuing Medical Education (CME) documentation, financial reimbursement and reconciliation, and survey creation and tabulation.
Work with volunteers to manage Medical Student & Resident competitions during meetings. This includes all aspects of submissions for medical student and resident competitions and/or poster presentations. Work with the Society Director to finalize all competition outcomes and draft appropriate correspondence.
No supervisory responsibility.
The position works collaboratively with others on the team to achieve high quality results. Some duties are performed independently where the employee may be asked to develop or research appropriate methods and procedures to be used.
GENERAL QUALIFICATION REQUIREMENTS
Knowledge and Experience:
A successful candidate should have a bachelor’s degree in marketing, hospitality, business management, or a similar field of study. Candidates with an associate degree in addition to previous meeting coordination experience will be considered. Association and meeting planning experience preferred.
Skills and Abilities:
Problem-solving skills – meeting coordinators manage issues with events and vendors as they arise, which requires good problem-solving skills
Time management – meeting coordinators use time management skills to manage event deadlines, ensure that all preparations are in place prior to the event, and manage multiple projects simultaneously
Communication skills – meeting coordinators use excellent verbal and written communication skills to give instructions to vendors and communicate with attendees
Attention to detail – meeting coordinators manage a variety of meeting related tasks including, but not limited to, speakers, attendees, venues, competitions, and other issues, which requires strong attention to detail
Computer skills – meeting coordinators use Microsoft Office and other software to plan and arrange events, which requires computer skills. Previous experience with the iMIS Association Management Software system is a plus
Flexibility – meeting coordinators are aware that all meetings have unique characteristics and formats and are flexible to make events successful
About Texas Medical Association
Who Is TMA?
The Texas Medical Association was organized by 35 physicians in 1853 to serve the people of Texas in matters of medical care, prevention and cure of disease, and the improvement of public health. Today, with more than 55,000 physician and medical student members, TMA's vision is still to "improve the health of all Texans." TMA supports Texas physicians by providing distinctive solutions to the challenges they encounter in the care of patients.