Manager of Meetings & Program Management

American College of Osteopathic Family Physicians; Chicago (IL); On-site; USD 90,000 - 120,000; Full time

Job summary

ACOFP is seeking an experienced events and programs leader to manage planning and logistics for conventions, meetings, workshops, and educational programs. You will oversee budgets, vendor management and SOPs, while guiding organization-wide project planning efforts.

You will coordinate grants and partnership deliverables, mentor staff, and ensure timely reporting, KPI dashboards, and cost optimization across events.

Qualifications

• Bachelor’s degree with 5-7 years of meeting planning, tradeshow and/or education program experience in a professional association environment preferred.
• Excellent verbal and written communication skills and strong project management and organizational abilities.
• Proficiency in Microsoft Office; knowledge of association management systems (Nimble/Salesforce) and event-related software preferred.

Responsibilities

• Inform, support, and monitor actions of strategic and annual operating plans.
• Manage in-person logistics for meetings and events, develop project plans, and negotiate contracts.
• Coordinate programs and grants, track timelines, maintain grant records, and ensure compliance and reporting.

Skills

Verbal & written communication

Project management

Organizational skills

Microsoft Office

Nimble/Salesforce

Education

Bachelor's degree

Tools

Nimble

Salesforce

Microsoft Office

Event software

PM software/tools

Job description

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:

Strategy

• 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

Meetings & Events Management

• 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 sponsorships.

Program Management

• 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.

ACOFP Operations & Program Assessment

• 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.

General

• 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 workgroups and task forces.
• Other duties as assigned.

Education & Experience: Bachelor’s degree with 5-7 years of meeting planning, tradeshow and/or education program experience in a professional association environment preferred. Candidates with, or actively pursuing, the Certified Association Executive (CAE), CMP designation and/or the Project Management Professional (PMP) Certification preferred.

Skills & Qualifications: Excellent verbal and written communication skills as well as project management and organizational skills. The ability to multi-task with strong attention to detail while working under pressure in a fast-paced environment is essential. Candidate must be technologically savvy and proficient in Microsoft Office applications. Knowledge of and proficiency with association management systems (i.e. Nimble/Sales Force), event-related software preferred. Expertise with project management technology required. Demonstrated willingness and ability to incorporate AI tools and technologies into daily work processes to enhance efficiency, productivity, and impact. Demonstrated success project managing multiple initiatives at the same time and serving as a team leader and collaborative team participant.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Must be able to communicate in English in a professional and articulate manner with members and vendors in person, on the telephone, via e-mail, and in written correspondence. Must be able to travel to assigned ACOFP’s conventions, with the stamina to work several sequential 12-hour days. In addition, participation may be required in weekend meetings and evening conference calls throughout the year.