Meeting Coordinator

2 weeks ago

Alexandria, United States Helios HR Full time

Our client, The American Association of Physicists in Medicine (AAPM) is a scientific and professional organization, founded in 1958, composed of more than 10,000 scientists whose clinical practice is dedicated to ensuring accuracy, safety, and quality in the use of radiation in medical procedures such as medical imaging and radiation therapy.


We are generally known as medical physicists and are uniquely positioned across medical specialties due to our responsibility to connect the physician to the patient through the use of radiation-producing technology in both diagnosing and treating people. The responsibility of the medical physicist is to ensure that the radiation prescribed in imaging and radiation therapy is delivered accurately and safely.


MISSION:

The mission of AAPM is advancing medicine through excellence in the science, education, and professional practice of medical physics; a broad-based scientific and professional discipline that encompasses physical principles with applications in biology and medicine. With members in 92 countries, AAPM supports the Medical Physics community with a focus on advancing patient care.


SUMMARY:

We are seeking a Meeting Coordinator to join the AAPM team. The Meeting Coordinator assists with processes involved in planning the Association meetings to include in-house meetings, Webinar, Annual Meeting, Summer School, Spring Clinical Meeting and other conferences as assigned.


WHAT YOU’LL DO:

MEETINGS & PROGRAMS

  • Coordinates in-house meetings and general meeting duties, including catering and local hotel room blocks.
  • Provides technical support assistance with Association webinar events.
  • Assists with logistical arrangements with hotels, universities, convention centers and other meeting venues.
  • Assists with registration processes for all Association meetings including conflict resolution, responses to general inquiries, confirmation and receipt requests, and cancelation and refund processes.
  • Assists with VIP, speaker, staff and vendor registration and housing arrangements.
  • Assist with Exhibit and Sponsorship communications and fulfillment.
  • Assist with developing the meeting app for the Annual Meeting
  • Provides on-site support for the Annual Meeting, Summer School, Spring Clinical, RSNA and other Association meetings as needed.
  • Assists with the production of on-line and printed meeting promotional materials.
  • Assists with submission process of meeting materials for Association meetings.
  • Assists with educational program processes related to Association meetings.
  • Assists with program development processes related to Association meetings.
  • Assists with preparation of progress reports for each event.
  • Coordinates endorsed co-sponsored and sponsored meeting processes.
  • Assists with assignments of International Serial Book Numbers (ISBN) for association publications).

COMMITTEE SUPPORT

  • Provides support and assistance to the following committees: Annual Meeting Subcommittee, Spring Clinical Subcommittee, Summer School Subcommittee, Annual Meeting Review Course Working Group, and other committees as assigned.

GENERAL OFFICE ADMINISTRATION:

  • Assists with telephone coverage and mail distribution when needed.
  • Other duties as assigned.


QUALIFICATIONS:

  • Bachelor’s Degree or equivalent work experience required.
  • Customer service-related experience required. Non-profit association experience preferred.
  • Minimum of one year of experience in meeting, conference or event planning desired.
  • High-level proficiency in Microsoft Office. Database experience a plus.
  • High-level of proficiency in virtual events using Zoom or similar platforms.
  • Ability to work well under pressure.
  • Must communicate effectively with management, colleagues, and association leaders.
  • Ability to travel both internationally and domestically as needed for the Association.

TO APPLY:

  • Include a resume and a cover letter. We encourage you to apply even if your experience does not fully match the position description; at AIP we embrace considering people from a diversity of backgrounds and career experiences.

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