Communications and Registration Associate

Communications and Registration Associate International Antiviral Society-USA (IAS‑USA) is a nonprofit organization located in San Francisco, California, that has led cutting‑edge, technical, and complex physician education for the past 30 years. The mission is to improve prevention, treatment, care, and quality of life for people with or at risk of HIV or other viral infections through high‑quality, relevant, balanced, and needs‑oriented education and information for practitioners and scientists actively involved in medical care and research.
Job Details Full‑time, indefinite duration, salary $65,000 – $70,000 per year, 10–25% travel, 8:30 AM – 5:30 PM Pacific Time. Job ID: 85071548.
The Role The Communications and Registration Associate will primarily manage 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 communication strategies to engage existing and prospective audiences and supports the IAS‑USA registration team with periodic onsite, hybrid, and virtual events as needed.
Communications and Outreach Responsibilities 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 (e.g., AIDS Education and Training Centers and related government and public interest groups).
Create and manage a systematized and proactive communication schedule utilizing the 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 Responsibilities 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 Responsibilities 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 in 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.
Requirements and 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.
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 and Location Full time; San Francisco Bay Area preferred (hybrid schedule). Will consider fully remote positions from outside this region.

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