Description

Registration and Communications Associate, Continuing Medical Education Programs

Who We Are:

 Headquartered in San Francisco, the International Antiviral Society–USA (IAS–USA) is a nonprofit organization that has led cutting-edge, technical, and complex physician education for the past 30 years with a long record of success.

The mission of the IAS–USA is to improve the prevention, treatment, care, and quality of life for people with or at risk of HIV or other viral infections and their associated health conditions through high-quality, relevant, balanced, and needs-oriented education and information for practitioners and scientists who are actively involved in medical care and research.

The Role:

 Under the supervision of the Senior Registration Manager, the Registration and Communications Associate will be responsible for managing the outreach and communication of the organization's programs to the greater HIV practitioner community and related stakeholders. This candidate will also support the IAS-USA registration team with onsite, hybrid, and virtual events as necessary.

Who You Are:

 You have a passionate mission-based ethic, excellent written and verbal communication skills, an exceptional eye for detail, and demonstrated registration and communications experience.

Requirements

Essential Job Responsibilities:

 Maintain the organization's list of critical contacts who actively support IAS-USA programming

 Communicate upcoming activities to stakeholders, including but not limited to the Scientific Leadership Board, Governing Board of Directors, and Core Faculty

Outreach to local, regional and national public health clinic networks (e.g., AIDS Education and Training Centers and related government and public interest groups)

Update medical school contacts, including medical fellowships within the United States

Create and manage a systematized and proactive communication schedule

Develop written copy for use in communicating the organization's activities to existing and potential attendees

General Registration: 

 Support Registration Manager in updating registration processes. Review live and online CME program registrations, registration payments, CME certificates, and certificates of attendance

Produce name badges and registration documents, pack/ship course materials, and organize educational materials
Recruit local volunteers and work with temporary staff vendors to provide onsite registration staff
Provide regularly scheduled and detailed registration activity reports and statistics as requested
Audit registrant data frequently to ensure registrations are accurate
Work to ensure that registration processes are consistent with the Accreditation Council for Continuing Medical Education (ACCME) Standards for Integrity and Independence in Accredited Continuing Education
 

Onsite Registration:

 Manage temporary onsite staff, including vendor management and onsite training

 Respond to attendee inquiries for IAS-USA events (courses, webinars, and online dialogues)

 Create and send post-attendee evaluation, survey, and learning objective follow-ups with registrants and staff

 Qualifications:

 Bachelor's degree required
3-5 years demonstrated knowledge of meeting and event registration processes
Passionate about nonprofit work in the medical field is preferred
Excellent written and verbal communication skills, including US English spelling, grammar, and punctuation
Ability to work independently with excellent attention to detail and a demonstrated ability to manage multiple projects with competing deadlines while working quickly and accurately
Solid working knowledge of Microsoft Office (Word, PowerPoint, Excel, SharePoint, Planner)
Experience with organizing and hosting Zoom meetings and other virtual platform events
Demonstrated flexibility to accept new challenges or direction; comfort with enlisting or providing assistance as part of a team
Commitment to maintaining confidentiality around organization's projects
Ability to align workday around organization's regularly scheduled hours, 8:30 AM – 5:30 PM Pacific Time
Capable of traveling to scheduled live activities throughout the year