Job Description

A nonprofit physician education organization with a strong team environment is seeking an On-site Registration Manager and Communications Associate. 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 Executive Director, On-site Registration Manager, 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. He/she/they will also support the IAS-USA registration team with on-site, hybrid, and virtual events.

Essential Job Functions

On-Site Registration

  • Manage temporary on-site staff, including review vendor Request for Proposals, contract review, and on-site training
  • Facilitate on-site registration process for live, hybrid, and virtual events
  • 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

Communications and Outreach

  • Maintain the organization’s list of key contacts who actively support IAS-USA programming
  • Communicate upcoming activities to stakeholders, including Board of Directors and Core Faculty
  • Outreach to local, regional and national public health clinic network (e.g., AIDS Education and Training Centers (AETC), 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

Minimum Requirements

  • Bachelor’s degree is required
  • Knowledge of on-site 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 organization’s regularly scheduled hours, 8:30 AM – 5:30 PM Pacific Time
  • Capable of traveling to scheduled live activities throughout the year (up to 20%)

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 Location

  • Compensation is commensurate with experience and consistent with standard nonprofit salaries
  • This may be a remote position, with the ability to work on-site at the IAS-USA San Francisco office, a plus
  • Relocation reimbursement is not available for this position


Attn: Jay Batley, Director of Operations
(540) 968 678