The Association of American Medical Colleges is a not-for-profit association dedicated to transforming health care by supporting the entire spectrum of medical education, medical research, and patient care conducted by our member institutions. We are dedicated to the communities we serve and steadfast in our goal to improve the health of all. The AAMC strives to make a positive impact not only in your career, but in your life. We offer a comprehensive benefits package which features:
Significant employer 403(b) contribution Public transportation subsidy Generous paid time off program Tuition reimbursement Wellness program that includes: discounted gym membership, onsite yoga and sponsored sports teams
Why us, why now?
As the Manager, Annual Meeting, you will play a critical role in managing Learn Serve Lead: The AAMC Annual Meeting and overseeing all logistical aspects of this well-respected event. Learn Serve Lead is the association’s largest meeting with more than 4,600 attendees. You will serve on a highly collaborative team to ensure the AAMC’s constituents are provided with high-quality learning and networking experiences. You will also have significant independence in planning the majority of the meeting’s components.
This highly visible position acts as the lead project manager for Learn Serve Lead. This position is housed within the Learning Delivery Unit which plans more than 50 learning events each year. You will focus the majority of your time on the annual meeting but will be working in a highly collaborative unit known for providing excellent service. You will work closely with leadership of the Unit on a regular basis and serve as a member of the Unit’s leadership team. You will also work closely with Communications, Accounts Receivable and Procurement, Constituent Engagement, Leadership Development, Member Services, Integrated Services, and multiple departments within the AAMC to successfully plan and execute the meeting. The Manager, Annual Meeting recommends reasonable and workable strategies to implement changes, to promote the associations educational and advocacy initiatives, to stay within budget constraints, and to hold stakeholders responsible for meeting deadlines. In this role, you will supervise the Meeting Planner, Annual Meeting.
How will you make an impact?
Strategic Meeting Management
Assume overall responsibility for managing logistics for Learn Serve Lead. Develop overall plan for space and assignments of sessions and events. Oversee the abstract management system (Cadmium) from proposal submissions to final scheduling.
Work closely with AAMC staff and the Learn Serve Lead Advisory Committees on the Call for Session Proposals, Call for Posters and the Call for Focused Discussions. Create sessions in CVENT and maintain logistical information for sessions (up-to 650).
Lead staff logistics coordinators meetings (up-to 100 internal staff contacts) to keep staff apprised of meeting milestones and requirements.
Work with the sponsorship and exhibit sales team (third party) on materials for sponsorship and event sales and ensures that publications, website, and communications related to sponsorship/exhibit benefits are implemented. Monitor sales progress and space planning.
Work closely with Marketing and Communications on all marketing aspects of the meeting (email marketing, website, print collateral, social media, attendee e-newsletter, etc.). Oversee and manage distribution of email promotions and engagement e-mails. Provide reports on registration conversions. Ensure the departmental tools used to collect and to record tracking codes for marketing campaigns (email, print, and online advertising) are built and successful.
Partner with convention center and hotel(s), audio-visual and show decorator vendors as the point of contact to coordinate all facility functions and needs to include meeting room setup, audiovisual setup, and food and beverage selection and setup.
Select high-quality and cost-effective vendors, negotiate contracts, coordinate logistics and provide onsite support for all vendors and partners to include tours, destination management companies, audio visual providers and other third-party vendors as necessary.
Financial meeting reconciliation responsibilities include management of payment of convention center, hotel and vendor invoices, including hotel master accounts, creating requisitions and purchase orders for all payments and invoices, facilitating purchase transactions and coordinating final post meeting income-expense reconciliation and reporting management to forecast future and prospective learning offerings and association revenue.
Lead site research and development of site recommendations for future annual meetings.
Supervision of the Learn Serve Lead Team
Recruit, train, and supervise the Meeting Planner, Annual Meeting.
Determine work assignments and manage workflow between the Meeting Planner, Annual Meeting, the departments Administrative Specialist and meeting planner(s), who have specific roles at Learn Serve Lead.
Overall Learning Delivery Support
Identify, implement and provide on-going management of policies, procedures and systems related to meeting operations.
Draft and identify opportunities for improvement to our SOPs as necessary to manage new projects and explain strategy behind the development of these new policies and procedures.
What will you bring to the role?
Bachelor’s degree required. CMP or CMM preferred. Eight or more years of experience in planning complex meetings.
Minimum of one to three years supervisory experience with large scale conference planning, convention centers, exhibit halls, and of external vendors/consultants.
Experience in segmentation of audiences; program development, financial reconciliation of large budgets, and speaker management of 500+ speakers.
Cvent software proficiency.
Demonstrated ability to manage strategic vendor relationships.
Strong project management skills with the ability to evaluate and prioritize projects.
Outstanding people and customer service skills, including the ability to work effectively and collaborate with colleagues at all levels, constituents, and third party vendors.
If a bachelor’s degree is required, related work experience may be substituted in some positions. One year of college course work at an accredited institution is equivalent to one year of related work experience.
The Association of American Medical Colleges (AAMC) is an Equal Opportunity/Affirmative?? Action Employer. The AAMC is committed to the policy of an equal employment opportunity in recruitment, hiring, career advancement, and all other personnel practices. The AAMC will not discriminate on the basis of race, color, sex, national origin, religion, age, marital status, personal appearance, sexual orientation, gender identity or expression, family responsibilities, matriculation, political affiliation, genetic information, disability, past or current military service, or any other legally protected characteristic.
About Association of American Medical Colleges
Founded in 1876 and based in Washington, D.C., the Association of American Medical Colleges (AAMC) is a not-for-profit association representing all 145 accredited U.S. and 17 accredited Canadian medical schools; nearly 400 major teaching hospitals and health systems, including 51 Department of Veterans Affairs medical centers; and 80 academic and scientific societies. Through these institutions and organizations, the AAMC represents 128,000 faculty members, 75,000 medical students, and 110,000 resident physicians.
Through its programs and services, the AAMC strengthens the world's most advanced medical care by supporting the entire spectrum of education, research, and patient care activities conducted by our member institutions. The AAMC and our members are dedicated to the communities we serve and steadfast in our desire to earn and keep the public's trust for the role we play in improving the nation's health.