San Francisco, California, United States
Program Specialist
Data Analyst
Project Specialist
AAPOS Advocacy Manager
Customer Service Manager
Program Specialist
Location: San Francisco, California, United States
The Program Specialist will organize and produce the instruction course, learning lounge, ask the experts, video and virtual components of the Annual Meeting Scientific Program. Work closely with Scientific Program Manager, as well as the Annual Meeting Program Committee, a 70-member physician committee, and the Special Projects Committee, a 7-member physician committee.
Responsibilities:
Content Selection and Development
- Coordinate the abstract submission process for instruction courses and videos. Foster good working relationships with new and invited instructors. Test, proof, and approve online abstract system (Over 700 course and video abstracts submitted per year).
- Manage course and video review process with AMPC subcommittees
- Manage selection of Ask the Experts topics and moderators with AMPC subcommittees
- Manage the development of the learning lounge content with the Special Projects Committee.
- Coordinate and train virtual ambassadors for Virtual Meeting
Meeting Planning/Production
- Schedule instruction courses, ask the experts, and scientific videos (over 250 instruction courses, 8 ask the experts, and 50 videos).
- Identify and manage course presenter scheduling conflicts.
- Maintain correspondence and gather data to provide tools and support for instructors (average 2,000 instructors per annual meeting).
- Facilitate onsite orders for courses, ask the experts, learning lounge, and room-monitor staffing.
- Manage multiple vendor relationships for evaluation process, instruction course handouts, video submission, AV support, and virtual meeting program.
- Execute all aspects of the learning lounge, from content selection, presenter scheduling, logistics, onsite management to evaluation.
- Oversee Virtual Moderator training for live-streamed sessions.
Promotion
- Assist with proofing of annual meeting online and printed programs (program search, meeting guide, and mobile meeting guide).
- Promote the learning lounge and virtual meeting schedule.
Accreditation
- Manage the course/session evaluation processes, including the course/session monitor program.
- Compile and disseminate practice gaps and change of practice data to ensure compliance with ACCME guidelines.
- Coordinate approval for self-assessment courses.
Requirements:
- 3-5 years of program and/or project management experience, preferably with educational or association events.
- Working knowledge of hybrid meetings and social media.
- Experience working with large databases and database management and reporting.
- Ability to produce and manipulate reports from various programs (Excel, Access).
- Proficient in MS Office applications.
- Ability to manage online abstract submission systems.
- Demonstrated knowledge and understanding of ACCME guidelines.
- Excellent project management skills, including managing multiple detailed tasks and assignments with frequently changing priorities in a fast-paced work environment.
- Strong customer service skills and relationship building.
- Handle demanding situations.
- Ability to manage multiple meetings simultaneously
- Ability to work effectively and manage physician volunteers and outside vendors.
- Mathematical aptitude for budgeting, estimating and cost-accounting.
- Excellent writing, grammar and proofreading skills.
- Computer skills in Word, Excel and PowerPoint, and working knowledge of HTML.
- Ability to communicate clearly, receive and interpret information from others and provide direction to others to successfully manage projects
- Critical thinking and ability to solve complex problems.
- Ability to work both independently and as part of a team.
- Ability to investigate and analyze data and information to present sound recommendations.
- Ability to travel (approx.., 9-12 days annually)
- Schedule flexibility; long hours/weekends are mandatory at times
- Eligible for up to 3 days of remote work, with approval of manager.
- Proof of COVID-19 vaccination.
To apply, send your resume to jobs@aao.org.
Back to Top
Data Analyst
Location: San Francisco, California, United States
The IRIS Registry Data Analyst is responsible for implementing a critical function of the IRIS Registry: the execution of big data analytics and research to support a multimillion patient, longitudinal database derived from electronic health records. This individual is responsible for becoming an expert on a technology framework for the storage and extraction, loading, and transformation (ETL) of big data from the IRIS Registry, and the use of analytic tools both within and outside of the technology framework, such as SAS, SQL, R, Python, and Amazon Web Services. The Data Analyst will be responsible for the development and execution of partnerships with leading research institutions, big data analysis including but not limited to internal and external dashboards, statistical analyses, and ad-hoc analyses.
Responsibilities:
- Performance of internal data analytic projects, programming and statistical analysis, communicating the stakeholders and assuring the quality and integrity of the final products
- Work with the Analytics and Research Task Force and staff to develop feasibility and resource estimates and to produce deliverables for external data analytic projects
- Vendor management – communicating expectations, providing feedback and monitoring of the contractual responsibilities with external data analytic organizations and with the registry data vendor
- Attending meetings and conferences, and incorporating innovations and efficiencies in big data analyses
- Database Quality Control: Use analytics to inform insights about IRIS data quality and use background of medical data knowledge to efficiently diagnose and creatively solve data quality issues. Negotiate actionable steps to take with the IRIS Registry’s data vendor to address any and all data quality problems
Requirements:
- Knowledge about statistics, data analytics and clinical research study methodology
- Knowledge about clinical data registries
- Some knowledge about electronic health record databases and structures
- Knowledge and experience in data analysis, reporting and analytic software: SQL is essential (PostgreSQL, MSSQL, Redshift), along with SAS (and SAS/SQL), R, or Python/pandas
- Knowledge about Linux command line
- Knowledge and experience with version control such as git, Github, and Bitbucket
- Knowledge of data visualization and presentation skills to effectively communicate data insights
- Experience with relational databases and data lake environments, including AWS
- Excellent written communication skills
- Ability to analyze problems and develop solutions
- Experience in facilitating and/or leading analytic projects, with project management skills
- Experience with health services research or population health studies for data collection, analysis and interpretation
- Experience with health coding systems, such as ICD 9/10, CPT, SNOMED, LOINC, NDC, RxNorm, GPI
- Interpersonal and managerial skills
- Team management skills and ability to serve as leader for complex and cross-divisional efforts
- Ability to work effectively with outside vendors and internal and external stakeholders
- Creative, analytic approach to issues
- Ability to work independently or in a team setting
- Clear expression of ideas and concerns orally and in writing
- Ability to employ active listening and critical thinking skills
- Demonstrated ability to adapt to changing project and strategic requirements, including multi-tasking and shifting priorities to complete quick-turnaround projects
- A. or B.S. required - Masters degree in statistics, big data analytics is a plus
- Formal coursework and experience in statistics and statistical programming
- Experience in health/medical association management or health care environment a plus
- Knowledge of or experience working with medical code systems (ICD diagnosis codes, CPT procedure codes, medication codes) is a plus
- Other programming knowledge (Power BI/Tableau for data visualizations, experience with Amazon S3, etc.) is a plus
- Travel to the Annual Meeting and other meetings
To apply, send your resume to jobs@aao.org.
Back to Top
Project Specialist
Location: San Francisco, California, United States
The Project Specialist is responsible for presenter and faculty data management and review/analysis of the annual meeting and Subspecialty Day presenter data reports (approximately 5,000 Annual Meeting and 775 Subspecialty Day participants annually). They are the one-stop source for sending/receiving information to/from all annual meeting, virtual meeting and Subspecialty Day meeting participants.
This position will also support the Promotions Manager with social media and website data analysis, web editing, program copy editing and other project management needs as required.
Presenter and faculty data management:
- Use Personify (Academy’s association management database) to execute secure and effective data collection, input and analysis procedures.
- Enter presenter data including and tracking of: Subspecialty Day, Special Meetings and Events, co-sponsored Symposia
- Run data queries; generate reports; and analyze and synthesize data for scientific program.
- Coordinate and track all correspondence to presenters, faculty and virtual meeting platform vendor, including Subspecialty Day, Special Meetings and Events and co-sponsored Symposium
- Manipulate data to send different messages to targeted groups of presenters and staff.
- Construct clear, concise and appropriate communications to presenters.
- Identify s presenters who have identified no permission to record their presentation. Communicate with virtual meeting platform vendor, presenters who have not given permission to record for subspecialty day and annual meeting.
- Keep track of on demand videos uploads for the virtual meeting.
- Coordinate the transfer of videos from the virtual platform to the Academy’s on demand platform after the meeting.
- Respond to emails from presenters and faculty.
Coordinate the collection of all meeting presenter information submitted to comply with ACCME guidelines:
- Generate reports to assess how much information has been collected and what is still outstanding.
- Maintain a list of all presenters who have refused to give the Academy permission to record their presentation to give to our virtual meeting platform vendor.
- Distribute and report on financial disclosure/permission to record information to staff team.
- Produce final COI report annually.
Collect and review promotional opportunities artwork:
- Communicate with exhibitors regarding their promotional opportunities’ artwork including due dates, acceptance and/or revisions needed.
- Collect artwork and compare artwork with published guidelines, policies, specs and the Exhibit Prospectus.
- Notify the Promotions Manager if artwork doesn’t comply with the above.
- Help exhibitors turn in their final artwork to vendors.
- Compile thumbnails/map of final artwork for use by Promotions Manager and onsite vendors– matching promotional opportunity, exhibiting company, opportunity location and artwork.
Coordinate the production process of the Subspecialty Day syllabi and review the annual meeting program for Subspecialty Day:
- Create an Excel spreadsheet to track subspecialty day faculty outlines from receipt, to editor, to designer. Follow-up with faculty who have not submitted their outline.
- Copy editing and proofing of annual meeting program pages to verify locations and times are accurate.
- Make program updates/corrections in Personify as requested by program team as they review pages.
Maintain the “Program” and “Presenter Central” sections of the Academy’s web site:
- Review text weekly on all webpages in the Program/Presenter Central section for accuracy and timeliness.
- Create and maintain the Subspecialty Day webpages
- Update information as needed according to relevant deadlines.
- Make recommendations to improve user experience
- Work with Promotions Manager to ensure that the program webpages coordinate with the overall meeting website and adhere to the Academy guidelines and style guide.
- Work with Director of Scientific Meetings to create Presenter Bulletin email blasts to educate the meeting presenters of presenter requirements and tips on how to be successful presenters.
Assist the Promotions Manager:
- Pull reports from social media (HootSuite), blast emails (Higher Logic) and the website (Google Analytics)
- Create comparative tables of website and social media analytics (year to year, month to month) and to determine if there are trends
- Assist with updating other sections of the meeting website as needed.
- Assist with developing social media posts for the meeting as needed.
- Assist with coordinating the creation of meeting promotion blast emails as needed including distributing text to meetings and communications staff for review, utilizing Higher Logic to test blasts and pulling the appropriate data lists from Personify.
- Work with the Scientific Meetings team during the Meeting.
Requirements:
- Database management skills with strong internet research skills.
- Strong computer skills (MS Office package) with Basic knowledge of HTML
- Customer Service experience
- Knowledge of the meetings industry
- Familiarity with testing functionality of web applications.
- Knowledge of social media, email management and website analytical tools.
- Organized, accurate and detailed oriented
- Ability to pull reports and analyze / synthesize data
- Handle large amount of email correspondence
- Ability to assess situations and make judgment calls about what needs to be passed along to someone else and what can be solved independently
- Strong oral and written skills
- Communicate clearly and be able to receive and interpret information from others
- Ability to work independently in a deadline-driven, fast-paced environment and as part of a team
- Ability to initiate projects based upon timeline and handle multiple projects with competing deadlines
- Travel to the meeting required; approx., 8-10 days/annual
- Remote Work Eligibility: with approval, eligible for 2 day(s) remote
- Mandatory Vaccination Compliance: ability to provide proof of COVID-19 vaccination prior to employment
To apply, send your resume to jobs@aao.org.
Back to Top
AAPOS Advocacy Manager
Location: San Francisco, California, United States
Working closely with the American Academy of Ophthalmology DC office and the American Association of Pediatric Ophthalmology and Strabismus (AAPOS) Executive Vice President (and the AAPOS Board) this position develops, implements, and manages advocacy efforts on a daily basis to meet AAPOS identified top priorities at the federal and state level. The manager will proactively identify opportunities for AAPOS to “weigh-in” and advance priorities at the federal level which includes improving reimbursement for the pediatric subspecialty’s services, and increasing funding/support opportunities for the specialty. At the state, this includes promoting vision screening for children, educating policymakers and health plans on the limitations of vision therapy. This position works closely with the Academy’s VP of Governmental Affairs and Health Policy, Federal Affairs, and State Governmental Affairs departments to maximize AAPOS input and success. This position is also responsible for providing reports to AAPOS leadership, articles for AAPOS publications; drafting comment letters; and providing testimony for AAPOS leaders to present at both the federal and state level.
Responsibilities:
- In conjunction with senior AAO staff and AAPOS leaders, develop Academy positions and strategy to advance the interests of AAPOS; and serve as lead liaison between the Academy and AAPOS.
- Identify opportunities to promote and advocate AAPOS at the federal and state level.
- Develops effective working relationships with members of Congress and their staffs, federal agency officials, industry stakeholders and lobbies Congress and federal agency officials and other relevant organizations to advance the legislative and regulatory priorities of AAPOS.
- Analyzes potential changes in federal laws/regulations to assess impacts on pediatric ophthalmology. Working with senior Academy federal affairs staff, and AAPOS leadership develops legislative and regulatory responses, including policy materials, presentations and legislative testimony.
- Works with Academy state affairs staff developing strategy regarding crossover state/federal issues (i.e., Medicare and Medicaid payment, workforce funding).
- Manages AAPOS-led coalitions where appropriate and represents the Academy in coalitions with other physician organizations and other outside organizations on issues of mutual interest and importance (attends meetings, join in lobbying efforts).
- Staffs AAPOS advocacy and cross-organizational work with the Academy, assisting in development of Academy policy statements for Board’s approval.
- Drafts articles and other member communication materials for AAPOS, works with grassroots staff on advocacy initiatives and responds to requests for information from AAPOS members, government representatives and other organizations.
Requirements:
- Expertise on regulatory agencies and process at the state and federal levels.
- Understanding of the Federal and state legislative process.
- Understanding of eye care delivery and interest in children’s vision issues.
- Understanding of Academy leadership and committee functions and processes.
- Excellent interpersonal skills and ability to work well in a team.
- Strong verbal and written communication skills.
- Ability to work well under pressure and change focus as new priorities arise.
- Capacity to handle multiple projects simultaneously and complete them in timely manner.
- Proficient Internet research skills and familiarity with government and outside organizations web sites.
- Proficient in the use of MS Office applications.
To apply, send your resume to jobs@aao.org.
Back to Top
Customer Service Manager
Location: San Francisco, California, United States
The Customer Service Manager is responsible for all aspects of the Academy’s customer service policies and objectives, and leverages the efficiencies of the Academy’s Contact Center structure, including development and maintenance of the contact center/IVR phone and email system. The position leads the implementation of workflows that maximizes efficiency and produce a high touch customer experience and provides strategic and tactical direction of the fulfillment process and online service support.
- Manages the daily operations of the Customer Service team. Key responsibilities include 1) department administration including budget management and oversight of customer service policies and processes to ensure effective delivery of high touch customer support; 2) management of product & subscription fulfillment services as well as inventory valuation; 3) database maintenance and upgrades; and 4) development and refinement of standard operating procedures for Customer Service.
- Participates as needed on cross division teams to ensure successful implementation of new programs, services and product improvements. Provides input to strategic decisions that affect the functional area of responsibility. Implements requisite customer support.
- Establishes effective working relationships with operational and technology partners to jointly identify and resolve on-going issues.
- Manages the performance and development of department staff to ensure competence in a myriad of applications and services.
- Manages Contact Center software configurations across all Academy department queues – phone and email. Monitors and measures service metrics and volume to develop standards, improvements and changes to workflows and resource allocation.
Requirements:
- 5 years of management experience, preferably in an association.
- Strong understanding of customer service metrics and reporting data.
- Experience with CRM software including: phone/email queue workflow plans, agent configurations & skill levels, IVR messages, and email templates.
- Knowledge of inventory valuation.
- Proficiency with Microsoft Office applications; familiarity with online tools and an openness to embrace new technology.
- Excellent verbal and written communication skills. Ability to communicate diplomatically and articulately over the phone, via email and face-to-face across all levels internally and externally.
- Bachelor’s degree in business or related field, preferred; equivalent work experience will be considered.
- Travel required to the Academy’s Annual Meeting, approximately 6 days.
- Remote Work Eligibility: with approval, eligible for two day(s) remote.
- Mandatory Vaccination Compliance: ability to provide proof of COVID-19 vaccination prior to employment
To apply, send your resume to jobs@aao.org.
Back to Top