Remote; quick access to DC metro area is a plus
Madison, WI
Remote
Posted: 30-Mar-26
Location: Arlington, VA
Type: Full Time
Categories:
Required Education:
Additional Information:
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 looking for an energetic and passionate individual with an interest in continuing adult education to join our team that supports ASTRO’s Professional Development team.
As the Education Program Coordinator and under the direction of the Senior Education Program Manager, this position is responsible for coordinating, and providing support for the education and scientific components of the Society’s live, in-person, meeting offerings, including the Annual Meeting and Specialty Meetings. Primary responsibilities include: assisting with speaker management, communications with speakers, updating website content and technology tools as well as handling various administrative tasks related to the ASTRO education and content programming.
NOTE: ASTRO offers a hybrid work environment. The position is based in Arlington, VA at ASTRO’s headquarters and eligible for immediate telework up to 3x/week after an initial training period.
Major Duties and Responsibilities
To perform this job successfully, an individual must be able to perform each essential duty and responsibility satisfactorily. Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions. Other duties may be assigned to meet business needs.
- Provides support to education team for all Society’s live, in-person meetings including presenter management and communication before, during and post meeting. To include email reminders, assisting with scheduling conference calls, processing speaker benefits, performing session content audits, ACCME documentation including COI reports, etc.
- Builds and maintains all website information for all live, in-person meetings and collaborate with Meetings team to ensure synergy across Education Department.
- Maintains and ensures timely response to communications received in Education Department inboxes (Fresh Service).
- Organizes efforts throughout the Education Department to ensure process and standard operating procedures of appropriately documented and filed.
- Develops Speaker Centers for all live, in-person meetings in conjunction with the Senior Program Managers within the department.
- Assists with all administrative functions within the abstract and speaker management system
- Coordinates various technology tools associated with the Annual Meeting including the Annual Meeting Portal, including review of content, and editing data for consistency.
- Creates tech scripts for all session rooms for AV company and session moderators for all live, in person meetings.
- Provides support to all team members on various tasks related to the overall planning of the Society’s live, in-person meetings.
- Provides program management to ad hoc education offerings including eLearning projects and programs.
- Learns and utilize various association and educational program planning tools including the association management system (APTIFY), content management system (Confex), website content management system (Kentico), Audience response system (Conferences i/O), online conference planner and app (Cadmium) etc.
- Recommends and contributes to enhancements to processes and SOPs for the Education Department and Division.
- Supports education related projects as assigned
Successful candidates will have:
Education/Experience
- Bachelor’s degree or equivalent work experience, in a related field preferred.
- Two to four years of work experience within a medical specialty society preferred.
- Experience with faculty/volunteer management a plus.
Knowledge, Skills, and Abilities
- Proficient with Microsoft Office Suite, specifically Microsoft Word and Excel.
- Knowledge in technology including prior experience with mobile apps, association management systems (APTIFY preferred), and web development programs (Ektron, HTML, etc.).
- Resourcefulness and ability to work independently.
- 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.
- Ability to listen effectively and clarify understanding as needed.
- Interpersonal skills – shows understanding, friendliness, courtesy, tact, empathy, cooperation, concern, and politeness to others; relates well to different people from varied backgrounds and different situations; e.g., internal staff, volunteers, physicians, and other external entities.
- Organization and planning – able to organize tasks; develop realistic action plans while being sensitive to time constraints and resource availability.
- Results oriented - ability to work at a fast pace, determine priorities, and meet critical deadlines.
- Decision-making and problem solving – ability to take action in solving problems while exhibiting judgment and a realistic understanding of issues.
- Detail oriented with strong proofreading ability.
- Ability to travel 10-25% of the year, overnight and over weekends.
ASTRO offers a competitive salary and excellent benefits package which includes:
- Flexible work arrangements
- Medical, dental and vision insurance, majority company paid
- 401K with immediate company contribution
- 23 days of Paid Time Off annually
- 13 Paid Holidays
- Pre-tax commuter benefits
- Employer paid short and long term disability insurance and more
Please see our website www.astro.org for more information about ASTRO.
To apply, submit cover letter and resume by clicking:
We are an equal opportunity employer.
