Works with the Director of Professional Development to manage all aspects of the Annual Convention, Postgraduate Courses and Online educational content for the AIUM. Supervises the Professional Development staff and collaborates with multi-department teams within the organization.
Key Roles and Responsibilities
Organize and execute a wide range of special events and meetings including annual convention, postgraduate courses, and online educational content such as JUM tests, webinars, and videos.
Identify new event opportunities, topics, and markets.
Manage all aspects of the production of events including agenda development, venue selection, contract negotiations, exhibition decorator, AV, data management, catering, hotel accommodations, staffing coordination, tour companies, and on-site event logistics.
Maintain exemplary relationships with external event vendors and identify appropriate new business relationships, championing the most productive partnerships for the organization.
Negotiate event vendor contracts within strict budgetary parameters, tracking financial benefits resulting from negotiations.
Manage procurement of equipment and responsible for ensuring adherence to the AIUM’s “CME Policies and Procedures” (letters of agreement are obtained for educational grants/in-kind donations/equipment loans/etc.) and “Live Scanning Guidelines for Educational Purposes.”
Manage procurement of models for all hands-on scanning activities and ensuring adherence to the AIUM’s “Live Scanning Guidelines for Educational Purposes.”
Lead development of event strategy and preparation timelines, and ensure proper communication with all staff involved regarding event goals, responsibilities and shifting priorities.
Work closely and professionally with key stakeholders, including organization leadership and committees, to ensure all event objectives are clearly understood and executed accordingly.
Collaborate with multi-departmental teams, including Communications and Member Services Department, Finance Department, ACCME, and others as appropriate, to develop logos, exhibitor prospectus, media kit, registration materials, final program, pre-course syllabus, proceedings, etc.
Collaborate with multi-departmental teams and volunteers to gather, evaluate, and finalize event content and then communicate programmatic responsibilities to presenters, ensuring adherence to the AIUM’s “CME Policies and Procedures”.
Oversee the collection and distribution of syllabus material for all events in compliance with AIUM’s “CME Policies and Procedures.”
Manage event registration and badge/ticketing processes, as well as track participation, attendance, evaluations, and other metrics to aid in future decision-making.
Manage event registration area, including the hiring/supervising of temporary personnel, organizing staff assignments and onsite problem solving.
Manage exhibit booth sales process in conjunction with event vendors (Sponsorship Boost and Cadmium) and exhibit activity at events including setting up exhibitor database, communicating with exhibitors, and assigning exhibit space in coordination with event vendors.
Create, track, and manage exhibit and sponsorship financial information for events.
Manage multiple projects simultaneously with precision and attention to detail while continually finding ways to improve processes to produce higher quality and more effective results.
Identify opportunities for process and event management improvements and develop new policies regarding implementing new procedures.
Play an integral role in setting organizational priorities, project timelines and provide feedback for ensuring highest quality of event production.
Travel required for Annual Convention, Postgraduate Courses and meeting site visits as required.
Minimum of 5 years in event management in the nonprofit arena.
CMP or CSEP required; CAE a plus
ACCME reviewer experience a plus
Bachelor's degree required
Experience with Association Management System software, MS Office, Google Drive required.
About American Institute of Ultrasound in Medicine
The American Institute of Ultrasound in Medicine is a multidisciplinary medical association of more than 9000 physicians, sonographers, scientists, students, and other health care providers. Established more than 50 years ago, the AIUM is dedicated to advancing the safe and effective use of ultrasound in medicine through professional and public education, research, development of guidelines, and accreditation.