About the Role
The Program Manager’s primary responsibility is to lead and manage the development, implementation, and continuous improvement of AIHA’s education conference programming for our annual conference and other events, as needed. They will manage proposal submissions, the review and selection processes for education sessions, professional and student posters, and special events. The Program Manager works regularly with volunteer groups/committees, members, and vendors. This role requires project management skills, attention to detail, and the ability to work in a fast-paced, collaborative environment. The Program Manager reports to the Program Director, Education.

Essential Duties and Responsibilities
Committees and Volunteer Groups (approximately 10% of time)
  • AIHce EXP Conference Program Committee (CPC)
    • Act as Staff Lead including organizaing, attending, and providing logistical support for meetings
    • Lead review and selection process of conference program submissions via town hall meetings and written documentation
  • Volunteer Groups (Technical Reviewers and Committee Members) - create and facilitate special sessions and events at AIHce EXP
  • Distribute evaluation results and data to all stakeholders following AIHce EXP while maintaining historical data and statistical repors for year-to-year comparisons

Project Management & Logistical Support (approximately 65% of time)
  • Prior to AIHce EXP
    • Lead conference submission and review processes, session arranging, scheduling, and speaker logistics for 250+ sessions and 500+ speakers annually
    • Liase internally on recording processes and manage recording permissions
    • Provide comprehensive instructions to speakers via speaker prep webinar series, written documentation
    • Work internally to identify resources and individuals to facilitate and lead various technical and special sessions
    • Provide guidance to moderators and speakers on areas including registration, on-site presentation logistics, and copyright/recording permissions
  • During AIHce EXP (on-site)
    • Manage on-site operations and administrative functions associated with Speaker Ready Room

Vendor Relationship Management (approximately 10% of time)
  • Primary contact for AIHA with third party abstratct management firm
    • Manages relationship with Vendor Project Manager
    • Utilize and maintain the abstract management database for reporting and data collection/retention, including education surveys
  • Manage and coordinate data exchange between a variety of vendors for contracted services

Marketing & Promotion (approximately 5% of time) – work with internal and external teams to prepare and develop marketing and promotional materials for conferences

Accounting (approximately 5% of time)
  • Assist Program Director in developing accurate budget projections, monitoring income and expenses, and ensuring the maintenance of accurate and detailed records
  • Work with Finance Department to ensure proper invoicing and crediting
  • Maintain speaker budget and facilitate payments
  • Track and develop budgets for committee related expenses

Other (approximately 5% of time)
  • Assist, as needed, with other Education Department projects and provide strategic guidance
  • Other duties as assigned

Please Note: This position requires occasional extended hours and/or weekend work throughout the year, including, but not limited to, time periods around the AIHce EXP conference

Education & Experience
  • Bachelor’s degree in relevant area required
  • Required:
    • Minimum of 5 years related experience and/or training
    • At least 3 years of related project management experience
    • At least 2 years experience leading volunteer groups
    • A track record of maintaining a high level of customer service, both internally and externally
  • Preferred:
    • At least 2 years’ work or volunteer experience in a professional membership organization or association
To Truly Excel, You Will Have:
  • A big picture thinker who is also is a “doer”
  • A focus on keeping projects and people organized and moving towards a common goal/deadline while also maintaining standards and best practices
  • Be a quick learner who isn’t afraid of technology
  • Be able to work independently
  • Have exemplary attention to detail and a customer service focused mindset
  • Strong organizational skills, attention to detail, with demonstrated flexibility and adaptability in your work style to better respond to multiple requests/tasks, shifting priorities, and informational needs
  • Be team-oriented and able to share information, goals, opportunities, and successes with the appropriate parties
Approximately 1 week per year will be spent traveling.
Attendance at our annual conference is required.

Department: Education & Technical Initiatives
This is a non-management position
This is a full time position

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