Manager of Meetings & Program Management

Overview: Manage the planning and logistical execution of ACOFP’s conventions, meetings, workshops, courses and other events. Identify ACOFP meeting and event needs, oversee the project management plans, develop and manage related budgets and multiple vendors. This position also coordinates the execution of ACOFP’s grants and partnership program deliverables. Serve as a thought leader in ACOFP’s organization-wide program operations, providing expertise and guidance to strengthen organization-wide project planning efforts, standard operating procedures (SOPs) and programmatic assessment processes.

Job Responsibilities:

• Inform, support, and monitor related actions of the strategic and annual operating plans.
• Establish and manage ACOFP’s strategic operations including project management, SOPs, programmatic assessments and related professional development

• Manage and coordinate all in-person logistics for ACOFP meetings and events throughout the year, including Annual Convention, Destination CME, Affiliate Meetings and ancillary events, Board of Governors meetings, Congress of Delegates, OMED, Future Leaders Conferences and related programming, Faculty Development Conference, workshops, etc.
• Develop the project plan and detailed staff and convention schedules of events and programming in conjunction with the appropriate members and staff.
• Conduct site inspections, prepare RFPs and specs and negotiate all meeting contracts in partnership with the Executive Director.
• Develop and manage all meeting and event budgets, reconcile expenses and obtain appropriate approval in conjunction with the appropriate members and staff.
• In partnership with relevant staff, develop, manage and implement exhibit floor logistics and monitor outsourced exhibit sales and sponsor ships.

• Coordinate the execution of programs including managing project plans, timelines, and deliverables for ACOFP’s grants and partnered programs, including CME and programmatic grants.
• In collaboration with grants team, project manage activities, track responsibilities and deadlines, maintain organized grant records, and address risks or delays to keep projects moving forward.
• Support budget tracking and reconciliation by tracking expenses and cost-sharing, ensuring financial compliance, overseeing funder reporting and reconciliation, and confirming all deliverables, reporting requirements, and final records are complete and accurate.

• In partnership with Director, identify opportunities to improve organizational planning processes, internal coordination, resource use, and the attendee or participant experience.
• In partnership with Director, manage ACOFP’s strategic program assessment process with all relevant stakeholders to ensure KPIs are identified and tracked through dashboards, etc.
• Implement operational best practices, with a strong focus on optimizing workflows, reducing costs, and increasing productivity.
• Ensure Standard Operating Procedures (SOPs) are created and regularly updated for key programs and tasks.
• Inform ACOFP’s professional development and training efforts related to program management and assessment.
• Serve as a mentor and resource to ACOFP team members in project management best practices and tools.

• Develop and manage related budgets in concert with Director.
• Review and update department’s webpage quarterly to ensure content is accurate, up-to-date, and aligns with organizational goals and initiatives.
• Supervise assigned contractors.
• Manage assigned special committees, ad hoc work groups and task forces.
• Other duties as assigned.

Education & Experience: Bachelor’s degree with 5-7 years of meeting planning, tradeshow and/or education…