Education Program Manager, Scientific Programs (Hybrid Work Schedule)
American Society for Radiation Oncology
Location: Arlington, VA
Type: Full Time (Remote & In Office)
4 Year Degree
Telecommuting is allowed.
Do you have a passion for lifelong learning and an interest in medical education scientific 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 seeking an experienced Education Program Manager, Scientific Programs to join our Education team.
The Education Program Manager works closely with the Director of Education and volunteer member committees to manage all aspects of the scientific research components of the ASTRO Annual Meeting and other specialty meetings.
The position requires knowledge of content and program development, project management, and strategic scientific programming elements including management of: abstract collection, review and selection; digital “ePoster” program; scientific committee; timeline development; and program content development for specialty meetings. Additionally, the Education Program Manager will have knowledge of ACCME accreditation standards and stay current on criteria/revisions to guidelines. Other important skills to be successful in the position are ability to create and follow timelines, high-level communication skills, attention to detail, effective leadership, keen organization skills, strategic vision, collaborative spirit, creative problem solving, committee facilitation and budget management.
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. All employees must be fully vaccinated as a condition for employment.
Primary job responsibilities will include the following:
Establishes guiding principles for the solicitation, implementation, management and evaluation of the scientific research presented at the Annual Meeting and other specialty meetings.
Utilizes results from meeting evaluations and other member surveys, and stays abreast of trends in the field, in order to make recommendations on the most effective design/format of scientific sessions and education offerings at the Annual Meeting and other specialty meetings.
Manages and performs all necessary tasks to meet established timelines and expectations for the successful execution of the Annual Meeting and other specialty meetings including collaboration with other staff in order to execute the many formats in which the scientific information is presented (poster hall, ePosters, signage, mobile app, press program, etc.). Collaboration with co-sponsoring society staffers to coordinate scientific programming and logistics as needed.
Maintains awareness of new regulations and guidelines concerning continuing education for physicians and supports compliance with accrediting organizations, in particular the essential areas of the ACCME. Performs conflict of interest review and necessary documentation required for committees, reviewers, presenters and faculty.
Develops and manages budgets and timelines for the Annual Meeting scientific program and other meetings (i.e., Best of ASTRO) as they arise. Maintains current policies and procedures, or provides updates as needed.
Drafts content for related publications and materials, including but not limited to: Call for Abstracts ASTROgram, mobile app, various marketing materials, and corresponding web pages.
Oversees and manages the abstract management system and vendor. Includes negotiating contract, managing invoices and acting as the main point of contact for the vendor. Maintains historical data from year to year, document standard operating procedures, provides feedback on the usage of the database/system, and makes recommendations for process improvement when necessary.
Oversees and manages the digital poster (ePoster) vendor, including negotiating of contact, managing invoices and acting as the main point of contact for the vendor. Maintains historical data from year to year, documents standard operating procedures, plans and executes ePoster sessions to ensure efficiency and effectiveness, provides feedback and makes recommendations for process improvement when necessary.
Plans, organizes, and implements the onsite logistics for the scientific programs in cooperation with the meetings team at the Annual Meeting and other specialty meetings. Includes submitting signage requests, determining, and communicating room setup needs, food and beverage needs, etc.
Produces the Annual Meeting Proceedings, a Red Journal supplement, in collaboration with the ASTRO Red Journal team and external publisher. This requires maintaining abstract data and all related changes, extensive editing, and collection of related materials from other departments.
Maintains effective written and electronic communication with speakers and volunteers such as Committee Chairs and members, Moderators, Discussants, abstract reviewers, presenters and faculty.
Leads planning calls and assimilates data/decisions into program content.
Facilitates and leads the efforts outlined by the Annual Meeting Scientific Committee, who provides oversight of the development of the scientific program.
Develops abstract award winner guidelines, and works with planning committee to determine award winners. Provides communication to all award winners, and manage onsite delivery and presentation of awards.
Participates in the ACCME reaccreditation process by writing applicable sections of the self-study and putting together performance in practice activity files.
Learns and uses the education department components of Aptify, Confex, and other systems and technology platforms as required.
Maintains a professional demeanor as ASTRO’s main point of contact regarding abstracts, awards, and related annual meeting inquiries. This requires managing a large volume of emails, and responding accurately and in a timely manner.
Serves as supervisor and provides structured managerial support and guides professional growth opportunities to direct report(s) including the ASTRO performance evaluation exercises.
Attends and participates in professional development trainings, courses/conferences to expand knowledge base and expertise.
Qualified candidates will have:
Bachelor’s degree and/or equivalent work experience that matches the knowledge and skill sets required. Master’s degree preferrable. (Degree in a scientific discipline, management, project management or education is a plus.)
5+ years of related work experience (planning scientific content of a large annual meeting or liaising with high-level committees) preferably in a medical specialty society or membership association or other adult education related organization.
Previous experience with an abstract management system preferable.
Knowledge, Skills and Abilities
Knowledge of Microsoft Office Suite, especially Excel.
Strong knowledge of continuing medical education requirements, including ACCME standards and essential areas is desired.
Development/oversight of annual meeting and other meeting programs.
Resourcefulness and ability to work independently.
Ability to collaborate and work well together within the division and organization and externally with volunteers, vendors, etc.
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 –listens effectively and clarifies 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; develops realistic timelines and actions 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.
Prior supervisory experience a plus.
Open assigned cubicle general office environment in Arlington, VA (Crystal City) with telecommuting opportunities. Up to 15% travel (6 days for Annual Meeting, 4 days for specialty meetings), ad hoc conference attendance for own professional development. Some evening hours may be required for committee calls (virtual).
ASTRO offers a competitive salary and excellent benefits package which includes:
Flexible work arrangements including telework up to 3 days/week
After 1 year of employment, you are eligible for one month of “work from anywhere” per year; after 10 years, you are eligible for fully paid 1 month sabbatical leave
Medical, dental and vision insurance, majority company paid
The American Society for Radiation Oncology (ASTRO) is an organization of approximately 10,000 member physicians and scientists served by a staff of 80 in Crystal City, VA. The association is designed to disseminate the results of scientific research, promote excellence in patient care and provide members with opportunities for educational and professional development. ASTRO offers an attractive array of benefits, including medical and dental/vision coverage, short- and long-term disability and life insurance, as well as paid time off, a 401(k) program, flexible spending accounts, flexible work arrangements, commuter benefits subsidy and a business casual office environment.