AUPHA (Association of University Programs in Health Administration), a professional healthcare educational association located in downtown Washington, DC, seeks a proactive Meetings Coordinator with keen attention to detail, strong organizational skills, excellent verbal and written communication skills, and a sense of urgency about responding to inquiries from colleagues and members alike.  

Overview of Position:

Under the leadership of the Senior Director of Education and Professional Development, the Meetings Coordinator is responsible for operational tasks and member communication related to AUPHA meetings and external events. The Coordinator will use their strong organizational skills and attention to detail to successfully manage the logistics of AUPHA events, including the Annual Meeting, the Academic Program and Practitioner Workshop, the HIMSS Academic Forum, Art of Teaching Institute and Leadership Academy courses, AUPHA webinars, and more.

The Coordinator establishes and maintains effective working relationships with staff, leaders, Board members, volunteers, and the broad and diverse AUPHA membership by prioritizing responsiveness to inquiries and excellent customer service. The Coordinator fosters a collaborative environment across all of these important stakeholders in order to achieve AUPHA’s strategic goals and objectives. 

Specific job duties include, but are not limited to:

• Timely communication with stakeholders (staff colleagues, program representatives, members, volunteers, etc.) that accurately addresses inquiries;
• Coordinating logistics for AUPHA’s Annual Meeting
  • Preparation
    • As needed: visiting future sites to view reserved spaces and plan set up of key spaces (e.g. the registration desk, posters, etc.)
    • Communicating with contracted hotels as directed by the Executive Vice President and COO
    • Updating the AUPHA website as directed by the Senior Director of Education and Professional Development or Executive Vice President and COO to ensure relevant details of the event are publicly shared
    • Setting up Annual Meeting registration, including all optional events pre- and post-meeting
    • Managing Annual Meeting Planning Committee (AMPC) members and meetings
      • Setting meeting dates and creating calendar invitations to be shared with the committee and relevant staff;
      • Preparing agendas for and attending all meetings
      • Managing communications with committee members, including sending meeting reminders and summaries and responding to all inquiries in a timely fashion
    • Managing the full proposal process, including, but not limited to:
      • Setting up the Call and promoting it with AUPHA members via varied communication strategies
      • Managing proposal review by creating AMPC sub-groups; distributing relevant proposals to each AMPC sub-group and collecting their scores
      • Utilizing information from the Senior Director of Education and Professional Development and Executive Vice President and COO to set the schedule, accept highly rated proposals, and notify submitters
      • Tracking RSVPs and speaker registrations
    • Utilizing hotel information to assign rooms for each accepted presentation and additional sessions
    • Securing at least three quotes from technology vendors for on-site support; communicating with the selected vendor regarding room needs and set up to ensure all speakers have appropriate equipment for use in presentations
    • Creating sponsor slides and presentation evaluations for use before and after each session
    • Collecting and organizing all speaker power-point presentations for use on-site and for the resource library
    • Managing the mobile app, including setting up all program details, creating appropriate how-to guides for members, training staff on trouble-shooting with members, and approving individuals in the app as they register
    • Tracking meeting registrations, including additional ticketed events pre- and post-meeting and communicating these statistics to relevant staff in a timely way
    • Sending “Know Before You Go” information to all registrants
  • On Site Duties
    • Liaising with technology vendor to ensure seamless sessions and transitions between sessions
    • Providing on-site member support as needed
    • Collaborating with AUPHA and hotel staff on site to ensure reasonable member needs are met throughout the event
  • Post-Meeting Duties
    • Creating and distributing the post-meeting evaluation; tracking submissions and analyzing data for improvements; creating documents that effectively summarize the findings of the survey and communicate them in clear terms to readers
    • Organizing the resource library with all materials from the meeting and communicating its availability to members
  • Coordinating logistics for additional AUPHA meetings and events, including Art of Teaching Institute and Leadership Academy courses
    • Setting up registrations for additional AUPHA events, including the Academic Program and Practitioner Workshop, the Academic Forum at HIMSS, courses for the Art of Teaching Institute and Leadership Academy (both in-person and virtual offerings), AUPHA webinars, etc.
    • Pulling regular reports of registration numbers for use by other staff
    • Communicating with contracted hotels and/or partners as directed by the Executive Vice President and COO
    • Responding to member inquiries regarding events
    • Providing on-site support as needed, to include liaising with technology providers to ensure all presenters have appropriate equipment for use in presentations
    • Collecting contracts, MOUs, and other necessary paperwork from course developers and instructors via DocuSign
    • Creating new course shells in AUPHA’s Center for Learning, Achievement, and Success (CLAS) and troubleshooting access issues with members
    • Setting up calendar invitations for each ATI and LA offering; adding registrants to calendar invitations; and sending “Know Before You Go” information for each offering
    • Monitoring individual’s progress towards the initial requirements for ATI and LA Certificates, as well as renewals, and providing regular updates to the Senior Director of Education and Professional Development
    • Assigning Certificates from the ATI and LA via Credly and monitoring for lapsed credentials
  • Assisting in budgeting for AUPHA events
    • Ensuring Annual Meeting planning falls within budget parameters set by the Executive Vice President and COO
    • Working with the Executive Vice President and COO to craft conservative but accurate budgets for AUPHA’s Academic Program and Practitioner Workshop and other events
    • Tracking expenses related to AUPHA meetings throughout the year to ensure an accurate budgeting process each fall
  • Other duties as assigned

Minimum of three years’ experience managing or coordinating logistically complicated programs, with preference given to meetings/events planning and continuing education and professional development programs or services. Prior experience working for a national association is preferred. A master's degree may be substituted for two years of experience.

The Coordinator must have demonstrated experience:

• Proactively managing and owning a large volume of work with complicated timelines;
• Implementing and managing systems to track all pieces of a project;
• Taking initiative to ensure all aspects of a project are completed on-target and on-time;
• Analyzing, interpreting, and translating quantitative and qualitative data and feedback into well-written reports for public consumption;
• Communicating with key stakeholders (including staff colleagues and outside parties) in a responsive, accurate, and effective manner.