REPORTS TO: Director, Membership, Meetings & Conference
The American Anthropological Association (AAA) Meetings Department is seeking a highly organized Manager, Meetings and Education. AAA is the largest professional organization of anthropologists, produces one large, hybrid Annual Meeting, 6-10 regional or special interest meetings, and is aiming to expand its in-person and virtual education, events, and activities to a series of year-round offerings.
Overall Responsibility: Assure the professional and accurate production of the AAA’s meeting programs and year-round educational content.
Scope of Organization/Functional Responsibilities: Abstract/Learning management system lead for all meetings and virtual education events; technology system vendor managementspeaker/presenter communications and management; liaise with volunteer program chairs; manage the scheduling of sessions into the program grid. Manage meeting logistics and other duties assigned.
SCOPE OF BUDGET RESPONSIBILITY: None
NUMBER OF VOLUNTEEERS SUPPORTED: 1-30 depending on slate of meetings proposed each year
NUMBER OF EMPLOYEES MANAGED/SUPERVISED: None
TRAVEL REQUIRED: Minimal, at least once yearly
Meeting planning: The Manager directly oversees all program production aspects of the annual meeting and up to (10) section meetings yearly. Responsibilities include
Creating and managing the abstract and speaker management systems
Overseeing the recruitment and selection of reviewers; leading the peer review process
Managing the session scheduling process
Maintaining the integrity of Annual Meeting data including session information, speaker profiles, and session materials
Serving as direct point of contact with volunteer committee members
Clear and concise speaker/presenter management
Ownership of overall process improvement and management.
Integrating the Annual Meeting speaker management system with NimbleAMS and the Annual Meeting online program platform, Pathable.
Managing all communications to speakers and attendees before, during, and after the Annual Meeting.
Coordinating event evaluation surveys with Education, Research and Professional Development department
Leading member-focused special events and workshops at the Annual Meeting.
Ownership of overall process improvement and management
Providing day-of coordination for all Association events including managing BAV services, registration processes, liaising with Accessibility Service Providers, and onsite speaker management.
Manage the Abstract/Learning Management System (AMS/LMS), including developing and maintaining courses, workshops, webinars, podcasts, and calls for papers.
Manage the production of the onsite At-A-Glance publication for the annual meeting.
Manage vendors and volunteer program chairs.
Provide technical and customer support for AMS/LMS users.
Other duties as assigned
Year-round content: The Manager also supports year-round education and member engagement programs, both in-person and virtual. Responsibilities include:
Providing logistical and project management support to year-round virtual education programs with content guidance from liaison with the education team
Maintaining virtual event workflow systems that ensure event types align with association strategic goals, event objectives, and lead to increased engagement with the Association
Oversee accessible implementation/delivery for education activities, including conferences, in-person events, and online learning (webinars, webcasts, town halls, workshops, etc.).
Partner with education team to produce a yearly editorial calendar of professional development content; create planning and preparation timelines for each event.
Develop and implement project management systems to accomplish programming goals.
Partner with marketing team to promote education activities and support related content marketing.
Partner with the membership and education teams to identify KPI opportunities to elevate member benefits through professional development education.
Partner with Coordinator, Access, Meetings & Conferences to ensure program portfolio meets the association’s access and accommodation standards.
Facilitate and manage submission review to successfully select and build programming content.
Manage speakers for in-person and virtual events, including the Annual Meeting.
Provide quarterly metrics for educational programs and AMS/LMS statistics, to advise strategic advancement of the programs and budgetary decisions.
Earned BA/BS in Anthropology, Instructional Design, or a related field
3+ years’ experience in association management or related field.
Demonstrated knowledge and skill working with Association Management Software and conference abstract management software
Demonstrated project management and organizational skills with ability to prioritize, manage multiple projects at one time, and ensure deadlines are met. (PMP certification a plus)
Demonstrated technology skills and working knowledge of Microsoft Office applications, proficiency in Word, PowerPoint, Excel, Outlook, SharePoint, Teams, Google Docs.
Highly proficient in using Excel to manage, compare, and reference data from other sources; create reliable session scheduling grids; track speaker and session changes; analyze data from events.
Excellent written and oral communications skills; comfort with document control and copyediting including the ability to write session descriptions and speaker correspondence.
Strong interpersonal and relationship building skills to initiate and develop productive working partnerships with key stakeholders organization-wide.
Experience working with volunteers.
Demonstrated customer service orientation.
Self-motivated with ability to work independently and in a team environment as well as with individuals from a geographically dispersed membership.
Experience creating, evaluating, and improving efficient program management systems.
Founded in 1902, the American Anthropological Association is the world’s largest scholarly and professional organization of anthropologists. The Association is dedicated to advancing human understanding and applying this understanding to the world’s most pressing problems.