Communications and Registration Associate

Who We Are:
Headquartered in San Francisco, the International Antiviral Society–USA (IAS–USA) is a nonprofit organization that has led cutting‑edge, technical, and complex physician education for the past 30 years with a long record of success.

The mission of the IAS–USA is to improve the prevention, treatment, care, and quality of life for people with or at risk of HIV or other viral infections and their associated health conditions through high‑quality, relevant, balanced, and needs‑oriented education and information for practitioners and scientists who are actively involved in medical care and research.

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. The Associate will also support the IAS-USA registration team with periodic onsite, hybrid, and virtual events as needed.

Communications and Outreach:

With the goal of growing attendance, 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

Outreach to local, regional, and national public health clinic networks (eg, AIDS Education and Training Centers and related government and public interest groups)

Create and manage a systematized and proactive communication schedule utilizing organization’s communication platforms (email, social media, iContact, and MailerLite)

Update medical school contacts, including medical fellowships within the United States
Develop written copy for use in communicating the organization's activities to existing and potential attendees

Registration Support:

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

Event Support:

Assist with the management of temporary staff, including vendor management and onsite training

Respond to attendee inquiries for IAS-USA events (courses, webinars, and online dialogues)

Assist creating and sending post‑attendee evaluation, survey, and learning objective follow‑ups with registrants

Assist with webinar and virtual event logistics, including attendee management and technical support as needed

Qualifications:

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

Ability to work independently with excellent attention to detail and a demonstrated ability to manage multiple projects with competing deadlines while working quickly and accurately, maintaining a high standard of quality throughout

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

Job Type:

Full time

San Francisco Bay Area preferred (hybrid schedule). Will consider fully remote from outside of this region

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