Meeting Coordinator, Registration

Spotlight Preferred
The Association of American Medical Colleges
Washington, Dist. Columbia, United States
6 days ago


Who we are:

The Association of American Medical Colleges is a not-for-profit association dedicated to transforming health care by supporting the entire spectrum of medical education, medical research, and patient care conducted by our member institutions. We are dedicated to the communities we serve and steadfast in our goal to improve the health of all. The AAMC strives to make a positive impact not only in your career, but in your life. We offer a comprehensive benefits package which features:

  • Significant employer 403(b) contribution
  • Public transportation subsidy
  • Generous paid time off program
  • Tuition reimbursement
  • Wellness program that includes: discounted gym membership, onsite yoga and sponsored sports teams


How will you make an impact?

The Association of American Medical Colleges (AAMC) is in search of a highly-motivated and team-oriented Meeting Coordinator, Registration to join our progressive non-profit association. In this role, you will support all meetings activities, with an emphasis on registration and will travel or be onsite for 10-15 meetings a year. You will demonstrate exceptional customer service skills by assisting association members while effectively collaborating with in-house staff, constituents, exhibitors/sponsors and speakers. AAMC hosted conferences are held all over the U.S. and Canada and audiences range in size (from 50 – 4,600). The meeting coordinator works closely with program partners to provide an exceptional educational experience for AAMC meeting attendees.

Why us, Why now?

Learning Delivery is responsible for more than 50 in-person and virtual meetings annually and its goal is to deliver an outstanding constituent learning experience and environment. The Meeting Coordinator plays a meaningful role within AAMC’s Learning Delivery Unit and has decision making authority for a number of job-related tasks. Flawless execution of these meetings rely on the expertise and skills possessed by Coordinator. This role involves domestic travel to exciting cities around the country, and the ability to advance medical education everywhere. 

Responsibilities include but are not limited to: 

  • Strategic registration builds in Cvent for constituent engagement meetings

  • Outstanding customer service for individuals attending AAMC meetings

  • Attendee, Speaker and Exhibitor management

  • Travel to meetings to manage on-site registrations

  • Managing processes with external partner/vendors;

  • Financial close out for meeting income and coordinating applicable expenses

  • Registration analysis and reporting

  • Staying up-to-date on capabilities and best practices for multiple virtual platforms including; Zoom, Virtual Attendee Hub, and Socialive

  • Manage and participate in training calls and dry-runs for speakers and technical support staff, keeping detailed notes for run of show document

  • Generate Zoom links with appropriate settings for virtual sessions

  • Troubleshoot technical difficulties

  • Connect with meeting support staff to ensure an understanding of their role

  • Use session chat to communicate housekeeping reminders and respond to participant questions during virtual meetings

  • Guide & assist participants with breakout rooms, polls, annotation tools, chat, Q&A

  • Share slides, spotlight speakers, record sessions, save meeting chats as the need arises

  • Provide support to attendees accessing recordings and meeting information post-event

What will you bring to the role?

  • Proficiency with Cvent software (event management)

  • College degree and equivalent training or work experience

  • Proficiency with Microsoft applications (Word, Excel, and PowerPoint)

  • Prior experience with electronic calendaring systems (Outlook preferred)

  • Excellent communications skills (oral, written, and listening)

  • Ability to travel up to 40%

  • Outstanding relationship and interpersonal skills

  • Experience with payment transactions and previous financial responsibility preferred

  • Ability to work independently and unsupervised.

  • Ability to thrive in a fast-paced environment that requires multi-tasking and prioritizing multiple projects with tight deadlines

  • Flexibility to work early mornings and occasional evenings and weekends

Please submit a cover letter with your application to be considered

 Remote Work Eligibility

This position is eligible for remote work within the Washington DC / Baltimore metro area only.

If a bachelor’s degree is required, related work experience may be substituted in some positions.  One year of college course work at an accredited institution is equivalent to one year of related work experience.

The Association of American Medical Colleges (AAMC) is an Equal Opportunity/Affirmative​​ Action Employer.  The AAMC is committed to the policy of an equal employment opportunity in recruitment, hiring, career advancement, and all other personnel practices. The AAMC will not discriminate on the basis of race, color, sex, national origin, religion, age, marital status, personal appearance, sexual orientation, gender identity or expression, family responsibilities, matriculation, political affiliation, genetic information, disability, past or current military service, or any other legally protected characteristic.

COVID-19 Vaccine Requirement

The AAMC is committed to providing and maintaining a safe work environment for all, taking measures to secure workforce continuity, and promoting the health and wellbeing of our members, stakeholders, and our communities at large. Therefore, the AAMC requires its employees to be fully vaccinated against COVID-19. Employees will be required to show proof they are fully vaccinated.  Only vaccines that have been approved or granted Emergency Use Authorization (EUA) by the FDA, or listed for emergency use by the World Health Organization (WHO) will be accepted. More information on acceptable vaccines can be found here.

Job Information

  • Job ID: 63280552
  • Location:
    Washington, Dist. Columbia, United States
  • Position Title: Meeting Coordinator, Registration
  • Company Name For Job: The Association of American Medical Colleges
  • Job Function: Entry Level
  • Job Type: Permanent Positions
  • Job Duration: Indefinite
  • Min Education: H.S. Diploma/Equivalent
  • Min Experience: 1-2 Years
  • Required Travel: 25-50%
  • Salary: $60,000.00 - $65,000.00 (Yearly Salary)

Please refer to the company's website or job descriptions to learn more about them.

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