What are the responsibilities and job description for the Program Manager, IPA position at EDI - Executive Director Incorporated?
Program Manager
CLIENT ASSOCIATION(s): International Psychogeriatric Association, IPA
POSITION REPORTS TO: Executive Director
DIRECT REPORTS: N/A
EMPLOYEE STATUS: Exempt, Full-time (Minimum of 37.5 hours/week)
ROLE TYPE/LEVEL: Mid Level (Non-Supervisory)
CLIENT/DEPARTMENT OVERVIEW:
For four decades, the International Psychogeriatric Association (IPA) has been a leader in the field of older adult mental health. As a global organization with members in 58 countries, IPA provides multi-disciplinary educational activities, scientific meetings and well-respected publications to promote better mental health for older people all around the world.
JOB OVERVIEW:
The IPA Program Manager will manage the planning, communications, execution and analysis for IPA’s education and membership programs, assist with in-person meeting planning, support communications and marketing, and other related projects.
POSITION RESPONSIBILITIES (minimum of 37.5 hours/week):
- Serve as Staff Liaison: Prepare meeting materials, schedule calls, and manage projects, programs and committee activities listed below in a timely and organized manner with oversight from the Executive Director.
- Education and Training Committee (formerly Products and Services)
- Webinar Series
- Journal Club
- Debate Series
- Membership Committee
- Early Career Network
- Advocacy and Public Awareness Advisory Committee
- Marketing and Communications Taskforce
- Mentorship Program and Taskforce
- Artificial Intelligence (AI) Taskforce
- Education and Training Committee (formerly Products and Services)
- Assist the Executive Director with the IPA-NPS Initiative (Neuro-psychiatric symptoms): A group of experts and IPA/industry leaders creating research, campaign materials, diagnostic tools, and guidelines for care in the context of dementia and other diseases
- Coordination of calls/schedule, action items, and assistance with the planning of any in-person meetings
- Assist the Executive Director with the following groups including general scheduling, communication, and creation of meeting materials
- Congress Organizing Committee (changes each year based on location)
- Executive Committee
- Board of Directors
- Manage IPA Awareness Week campaign by creating, organizing, and scheduling email blasts, website updates, and social media posts for this campaign in collaboration with our social media contractor
- Oversee and help ensure the success of all online courses, including updates to existing courses, creation of new courses on relevant topics, promotion of all courses and analysis of performance
- Responsible for all aspects of IPA’s online events/programs including registration, promotion, live technical support, recordings, and evaluations of events
- Manage and coordinate all communications and scheduling with speakers/ presenters, including collecting speaker materials, ensuring full understanding of roles and responsibilities, and scheduling of pre-meetings and events
- Manage and complete our annual CME application (Continuing Medical Education) in conjuncture with our annual meeting ensuring full compliance to all CME requirements/materials
- Oversee the marketing and communications activities related to all programs and IPA membership benefits including the content creation by our social media contractor for our social media sites; Facebook, LinkedIn, Twitter/X, Instagram
- Assist in maintenance of the IPA website including posting announcements of programs and general updates
- Assist Executive Director with the planning of the annual and in-person meetings including:
- Set up and management of online and in-person registration processes
- Assist in the coordination/communications of presenter acceptances using our abstract management website
- Manage the creation and publishing of our annual Book of Abstracts
- Process all reimbursement payments for speaker/leadership travel and awards
- Assist with the logistical planning of technology, catering, and other needs as assigned
- General membership support, including but not limited to copying, faxing, database management (including iMIS updates and creating/maintaining new database systems), maintaining computer and paper files, coordinating mailings, drafting letters, and processing online payments and invoice for membership
- Process incoming and outgoing expenses as needed
- Answer informational calls regarding the IPA related programs and activities and incoming emails to the Info email account.
- Oversee department inventory including supplies, letterhead, reference materials.
- Other duties and projects assigned.
SKILLS AND QUALIFICATIONS:
- Strong project management, communication, and organizational skills
- Ability to coordinate multiple committees, programs, and international stakeholders
- Proficiency with virtual events, databases, and basic marketing/social media coordination
EDUCATION/EXPERIENCE:
- Bachelor’s degree required; related field preferred
- 2–4 years of experience in program or nonprofit/association management
- Experience with event coordination (virtual and in-person) and stakeholder communication
TRAVEL REQUIRED:
- 1-2 weeks per year.
WORK ENVIRONMENT:
This is a full-time position located in our office in downtown Milwaukee, WI and a minimum of two days onsite in the office (including Wednesday as an all-staff-in-office day) are a requirement of the role.
PHYSICAL REQUIREMENTS:
- Ability to sit or stand for extended periods
- Ability to lift up to 10–20 lbs occasionally
- Ability to use a computer and standard office equipment
ADDITIONAL INFORMATION:
- Morning calls between 6-7 AM required 2-3 times per month.