Job Description

A nonprofit physician education organization with a strong team environment seeks Registration and Communications Associate, Continuing Medical Education Programs. The qualified candidate will have a passionate mission-based ethic, excellent written and verbal communication skills, an exceptional eye for detail, and demonstrated project management experience.

Under the supervision of the Registration Manager, the Registration and Communications Associate will be responsible for managing the outreach and communication of the organization’s programs to the greater HIV practitioner community and related stakeholders. This candidate will also support the IAS-USA registration team with onsite, hybrid, and virtual events as necessary.

Essential Job Functions

Communications and Outreach

  • Maintain the organization’s list of critical contacts who actively support IAS-USA programming
  • Communicate upcoming activities to stakeholders, including the Scientific Leadership Board, Governing Board of Directors, and Core Faculty
  • Outreach to local, regional and national public health clinic networks (e.g., AIDS Education and Training Centers and related government and public interest groups)
  • Update medical school contacts, including medical fellowships within the United States
  • Create and manage a systematized and proactive communication schedule
  • Develop written copy for use in communicating the organization’s activities to existing and potential attendees

General Registration and Logistics

  • Support Registration Manager updating registration processes. Review live and online CME program registrations, registration payments, CME certificates, and certificates of attendance
  • Produce name badges and registration documents, pack/ship course materials, and organize educational materials
  • Research and work with local volunteers and vendors to provide temporary onsite registration staff
  • Provide regularly scheduled and detailed registration activity reports and statistics as requested
  • Audit registrant data frequently to ensure registrations are accurate
  • Work to ensure that registration processes are consistent with the Accreditation Council for Continuing Medical Education (ACCME) Standards for Integrity and Independence in Accredited Continuing Education

Onsite Registration

  • Manage temporary onsite staff, including vendor management and onsite training
  • Respond to attendee inquiries for IAS-USA events (courses, webinars, and online Dialogues)
  • Post-attendee evaluation, survey, and learning objectives follow-up with registrants and staff

Minimum Requirements

  • Bachelor’s degree is required
  • Demonstrated knowledge of meeting and event registration processes
  • 3-5 years of demonstrated communications experience in the nonprofit community
  • Excellent written and verbal communication skills, including US English spelling, grammar, and punctuation
  • Ability to work independently with excellent attention to detail with demonstrated ability to manage multiple projects with competing deadlines while working quickly and accurately
  • Solid working knowledge of Microsoft Office (Word, PowerPoint, Excel, SharePoint, Planner)
  • Experience with organizing and hosting Zoom and other virtual team platforms
  • Demonstrated flexibility to accept new challenges or direction; comfort with enlisting or providing assistance as part of a team
  • Commitment to maintaining confidentiality around organization’s projects
  • Ability to align workday around organization’s regularly scheduled hours, 8:30 AM – 5:30 PM Pacific Time
  • Capable of traveling to scheduled live activities throughout the year

Employee Benefits

  • Generous vacation, holiday, and sick leave policy that increases progressively based on your tenure with the IAS-USA
  • Health plan, dental, vision insurance
  • 403(b) retirement plan

 Salary and Locations

  • Compensation is commensurate with experience and consistent with standard nonprofit salaries
  • This is a remote position

About the IAS-USA – A mission worth being passionate about!

Headquartered in San Francisco, the IAS-USA has led cutting-edge, technical, and complex physician education for the past 30 years with a long record of success.

The mission of the International Antiviral Society–USA (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.


Attn: Jay Batley, Director of Operations
(415) 544 9400


Last Updated: June 22, 2022