Project and Committee Coordinator

Who we are:

The Education and Research team at the Alliance for Academic Internal Medicine (AAIM) is seeking a Project and Committee Cordinator/Medical Education and Engagement Senior Specialist reporting to the Director of Medical Education and Research.

When you join the AAIM team you are offered a competitive salary and generous benefit package. Part of the package includes AAIM paying the full premium cost for employee coverage under the health and dental plans. Coverage begins the first of the month following hire date. Other benefits include vision, life insurance, disability insurance, EAP, 403(b) retirement plan with a 7% contribution after one year of service, generous leave policy, identity theft insurance, access to professional development funds, and more!

AAIM, a professional membership association, promotes the advancement and professional development of its members who prepare the next generation of internal medicine physicians and leaders through education, research, engagement, and collaboration. Representing over 12,000 members, AAIM is the largest association of faculty and administrative staff serving in departments of medicine. Located in the Old Town section of Alexandria, AAIM is convenient to the Blue and Yellow Metro lines. To learn more about our organization, please visit www.im.org.

What this job is about:

The senior specialist will carry out the duties outlined below as a member of the AAIM Education and Research Team (ERT). ERT addresses key issues impacting the medical education continuum; engages with external collaborators who are invested in and involved with the medical education and research community; and oversees national surveys that examine topical areas of importance to faculty, educators, and administrators. The senior specialist facilitates the work of the ERT volunteer groups (i.e., committees, task forces, work groups, advisory board, and cross-council groups) to develop products and services (e.g., toolkits, position papers, guidelines, etc.) for the Academic Internal Medicine community. Further, this position will serve as an administrative liaison to external collaborators partnering with ERT volunteer groups. The senior specialist provides comprehensive administrative support to these groups, including project management, meeting scheduling, preparing related materials, and revising online resources.

Responsibilities:

• Under the guidance of the supervising Director, helps to ensure the effective and efficient operations of the team’s medical education continuum portfolio, ensuring that activities, projects, and initiatives are executed in a timely, effective manner.
• In partnership with the Director, designs and generates products and services based on the volunteer groups’ individual charge and discussions, ensures that resources and other outcomes are produced within the stipulated timeframe, and strategizes on leading practices and processes to establish streamlined operations of the volunteer groups’ activities and proposed outcomes.
• Serves as an administrator for assigned volunteer groups – scheduling meetings, drafting agendas and meeting minutes, compiling and circulating background materials, collating participants and developing rosters, etc. May be asked to attend offsite meetings to fulfill the responsibilities of this position.
• Under the guidance of the supervising Director, provides administrative support for the Internal Medicine Education Advisory Board (IMEAB), an assembly of organizations that discuss, collaborate, and build consensus around issues impacting the education of internal medicine physicians. The incumbent will schedule and coordinate two in-person meetings in partnership with the AAIM Conferences and Meetings staff, build agendas in partnership with the Director, assemble and circulate background materials, develop and update rosters, etc. Contingent on the discussions and recommended outcomes, virtual meetings may be coordinated between in-person events.
• Liaise with other AAIM teams to arrange logistics for larger meetings and workshops, follow up on action items from volunteer group and external collaborator meetings, coordinate resources and content revisions, collaborate on shared initiatives, etc.
• Contributes to the development and sound fiscal management of the department budget; monitors the budgetary impact of the day-to-day operations on the department; prepares budget reports; ensures that invoices are coded accurately; and confers with department management as necessary to ensure that department funds for equipment, resources, travel, programs, volunteer groups, revenue, and expenses are used responsibly and effectively.
• Ensures projects are completed on time and within budget; develops detailed project timelines and tasks; and identifies skills and financial resources required to complete tasks.
• May supervise a function or staff, guiding and monitoring performance of contractors or staff.
• Participates in screening and selecting candidates for hire. Contributes to the development and delivery of training new hires on their roles and responsibilities.
• Includes significant representative contact with volunteer groups, members, and external collaborators through email, telephone, and onsite meetings for purposes of operations and coordination.
• Performs other duties, as necessary.

Requirements:

• Bachelors + 4 years’ experience or equivalent combination of education and experience.
• A minimum of 2 years’ experience in the association field and meeting planning or content development coordination.
• Excellent organizational skills and attention to detail.
• Solid skills working with committee leaders, as well as developing and coordinating materials for meetings.
• Solid skills working independently and collaboratively as a team member and exhibiting sensitivity and professionalism when dealing with a wide array of internal and external collaborators.
• Solid skills working with limited supervision and managing multiple priorities.
• Solid skills in communicating verbally and in writing, providing original content and using accurate grammar, tact, and diplomacy.
• Advanced proficiency using the Microsoft Office Suite of applications. Must also be adept in utilizing and navigating virtual platforms like Zoom and Teams.
• Demonstrated skills in developing a variety of documents using the Microsoft Office Suite (ex. graphs, charts, PowerPoints, etc.).
• Quick study in learning new software suites and applications.
• Solid problem solving, analytical, and strategic thinking skills.
• Ability to apply policies and guidelines, and lead by example by following them.
• Ability to travel for annual conference.

Beneficial Skills:

• Experience collaborating and working with marketing and communications teams in an association environment a plus.
• Experience in academic medical centers or community teaching hospitals or associations supporting these constituents. Knowledge of undergraduate medical education (UME) and graduate medical education (GME) issues.
• Technical writing skills and facile with literature review.

What you will get out of it:

• Insight into the discipline of academic internal medicine.
• Develop your project management, communication, and budgeting skills.
• Work with committed and dedicated professional staff and volunteers in a collaborative and high performing environment.
• Professional development opportunities to grow your career.
• Comprehensive benefits package including medical, dental, vision, life insurance, disability insurance, EAP, 403(b) retirement plan with a 7% contribution after one year of service, generous leave policy, access to professional development funds, and more!

How to apply:

Send a resume, cover letter, and salary requirements to jobs@im.org.

Job location:

AAIM offers a hybrid work arrangement of three days per week working remotely and two days per week working in the office. Employees are required to work in the office every Tuesday and Wednesday. New employees are immediately eligible for this hybrid work arrangement.