Communications and Registration Associate

About the role

The Communications and Registration Associate will be primarily responsible for managing the outreach and communication of the organization’s programs to the greater HIV practitioner community and related stakeholders. This role leads the development and execution of proactive communications strategies to engage existing and prospective audiences.

Responsibilities

• Develop and implement targeted outreach strategies to expand awareness of IAS–USA programs among HIV practitioners, clinicians, and related stakeholders across diverse professional networks
• Maintain the organization’s list of primary institutional contacts and proactively update records to ensure accurate and current information for ongoing outreach and communications efforts
• Communicate upcoming activities to stakeholders, including but not limited to the Core Faculty, by distributing timely and accurate program information through appropriate channels to support awareness, preparation, and participation
• Create and manage a systematized and proactive communication schedule utilizing organization’s communication platforms (email, social media, iContact, and MailerLite)
• Develop written copy for use in communicating the organization's activities to existing and potential attendees
• Audit registrant data frequently to ensure registrations are accurate
• Review live and online CME program registrations, registration payments, CME certificates, and certificates of attendance
• Assist with registration system testing, updates, and troubleshooting as needed
• Produce name badges and registration documents, pack/ship course materials, and organize educational materials as needed
• Recruit local volunteers and work with temporary staff vendors to provide on-site registration staff
• Provide regularly scheduled and detailed registration activity reports and statistics as requested
• Aid in the management of temporary staff, including vendor management and onsite training
• Assist with the creation and sending of post-attendee evaluation, survey, and learning objective follow-ups with registrants
• Aid in webinar and virtual event logistics, including attendee management and technical support as needed

Requirements

• Bachelor's degree required
• 3–5 years of experience in communications, outreach, stakeholder engagement, or a related field; experience with meeting and event registration a plus
• Passionate about mission-based work in the medical field is required
• Excellent written and verbal communication skills, including US English spelling, grammar, and punctuation
• Proficient 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 the organization's projects
• Ability to align workday around the organization's regularly scheduled hours, 8:30 AM – 5:30 PM Pacific Time