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25 Jun 2021

Full-Time Meetings and Programs Coordinator

aiphr@aip.org – Posted by aiphr@aip.org Alexandria, Virginia, United States

Job Description

Start your professional career as a Meetings & Programs Coordinator. This entry level position provides an opportunity for you to leverage your outstanding organizational and administrative skills, contribute in a meaningful manner to a dynamic team and gain experience in a fantastic office atmosphere. Your support will result in the successful execution of a variety of association meetings and events.

Essential Functions

  • Coordinates in-house meetings and general meeting duties, including catering and local hotel room blocks.
  • Provides technical support assistance with Association webinar events.
  • Assists with logistical arrangements with hotels, universities, convention centers and other meeting venues.
  • Assists with registration processes for all Association meetings including conflict resolution, responses to general inquiries, confirmation and receipt requests, and cancellation and refund processes.
  • Assists with VIP, speaker, staff and vendor registration and housing arrangements.
  • Provides on-site support for the Annual Meeting, Summer School, Spring Clinical, RSNA and other Association meetings as needed.
  • Assist with production of marketing material, meeting material, program development material, and preparation of progress reports for each event.
  • Coordinates endorsed co-sponsored and sponsored meeting processes.
  • Assists with assignments of International Serial Book Numbers (ISBN) for association publications).
  • Other duties, including special projects, as assigned.

What is AAPM?
We are the American Association of Physicists in Medicine. Our mission is advancing medicine through excellence in the science, education, and professional practice of medical physics.

Why Work for AAPM?
We have an amazing team of dedicated workers and a cooperative familial workplace culture. AAPM is an awesome place to work and our team’s tenure reflects that. AAPM offers an incredible total compensation package including competitive pay, healthcare options, commuter options, and a generous retirement plan.



  • Bachelor’s degree or equivalent work experience required.
  • Customer service-related experience required.
  • High-level proficiency in Windows PC or MAC environment including Microsoft Office. Database experience required.
  • Ability to travel both internationally and domestically as needed for the Association.
  • Experience in meeting, conference, or event planning desired.
  • Non-profit association experience preferred.

AIP is an Affirmative Action and Equal Opportunity Employer

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How to Apply

Follow this link to apply: https://americaninstituteofphysics.applicantstack.com/x/detail/a2bctxvvc8xw

Job Categories: Equal Opportunities. Job Types: Full-Time. Job Tags: event planning, meeting planner, and meetings. Salaries: Not Disclosed.

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