Job Description

Are you an association meetings professional who excels at project management and is looking for ways to apply this across the entire organization? The American College of Osteopathic Family Physicians (ACOFP) is seeking a Manager of Project Management & Meetings to join our team!  Reporting to the Director of Program Operations & ACOFP Foundation and working closely with the Executive Director and Director of Knowledge, Learning and Assessment the newly created manager role is uniquely positioned to manage the operations of ACOFP’s conventions and other meetings and lead ACOFP’s project management efforts. This is done by identifying ACOFP meeting and event needs, overseeing the project management plans, and developing and managing related budgets, vendors, etc. This position also leads ACOFP’s organization wide project planning efforts, standard operating procedures (SOPs) and programmatic assessment processes – and specifically manages the planning and execution of ACOFP’s growing grants and partnerships portfolio. This is an excellent opportunity for a meetings professional who excels at project management and is interested in diversifying their scope of responsibilities and exposure across an association.

WHO WE ARE:

ACOFP is a professional medical association that represents more than 26,000 practicing osteopathic family physicians, residents, and students throughout the United States. ACOFP champions a holistic, family-focused approach to primary care and supports its members by providing resources such as education, leadership and advocacy, while putting patients first. Every day we look to make a positive contribution to our members and, as a result, the patients they serve. Please visit our website at 

WHAT GREAT BENEFITS WE OFFER:

• Competitive Salary – (range of $72,000 – $90,000)
• Bonus potential
• Immediate 401k eligibility with 6% gross salary contribution
• BlueCross/BlueShield Medical Coverage PPO
• Dental Coverage 100% company paid for employees and dependents
• 10 vacation days accrued per year; one additional day added per year to a max of 20 days
• Up to 7 sick days accrued per year
• 12 paid holidays and 2 additional floating holidays
• Costco Annual Membership company paid
• Hybrid Work Location* – Four days’ work from home, typically one day in office per week
• *Candidates in the Chicagoland area preferred; no relocation benefits offered

HOW YOU’LL SERVE OUR ORGANIZATION: 

Strategy

• Inform, support, and monitor related actions of the strategic and annual operating plans.
• Establish and manage ACOFP’s strategic operations including project management, SOPs, programmatic assessments and related professional development.

Meetings & Events Management

• Manage and coordinate all in-person logistics for ACOFP meetings and events throughout the year, including Board of Governors meetings, Annual Convention, Congress of Delegates, OMED, workshops, etc.
• Develop the project plan and detailed staff and convention schedules of events and programming in conjunction with the appropriate members and staff.
• Conduct site inspections, prepare RFPs and specs and negotiate all meeting contracts in partnership with the Executive Director.
• Develop and manage meeting and event budgets, reconcile expenses and obtain appropriate approval in conjunction with the appropriate members and staff.
• In partnership with relevant staff, develop, manage and implement exhibit floor logistics and monitor outsourced exhibit sales and sponsorships.  

Grants & Sponsorship Management

• Develop and manage project deliverables for ACOFP’s grants and partnerships (e.g., Corporate Council Roundtable, CME grants, program grants).
• In collaboration with grants team, coordinate the preparation and submission of grants and maintain an organized database of active and upcoming grants for tracking and reporting purposes.
• Develop grant and sponsorship budgets, track expenses, ensure financial compliance, monitor cost-sharing, assist with financial reports, and manage reconciliation reporting to funders.

 ACOFP Project Management & Program Assessment

• Lead ACOFP’s organization-wide project management efforts.
• Implement operational best practices, with a strong focus on optimizing workflows, reducing costs, and increasing productivity.
• Manage ACOFP’s strategic program assessment process with all relevant stakeholders to ensure KPIs are identified and tracked through dashboards, etc.
• Ensure Standard Operating Procedures (SOPs) are created and regularly updated for key programs and tasks.
• Inform ACOFP’s professional development and training efforts related to program management and assessment.
• Serve as a mentor and resource to ACOFP team members in project management best practices and tools.  

General

• Develop and manage related budgets in concert with Director.
• Supervise assigned contractors.
• Manage assigned special committees, ad hoc workgroups and task forces.
• Other duties as assigned.

WHAT WE ASK FOR: 

• Bachelor’s degree with 5 – 7 years of meeting planning, tradeshow and/or education program experience in a professional association environment preferred.
• Candidates with, or actively pursuing, the Certified Association Executive (CAE), CMP designation and/or the Project Management Professional (PMP) Certification preferred.
• Excellent oral and written communication skills.
• Excellent project management, strong organizational and customer service skills, and ability to work in a collaborative team environment.
• Grant writing and program evaluation skills preferred.
• Ability to work independently and in fast paced environment with tight deadlines and minimal supervision.
• Demonstrated success project managing multiple initiatives at the same time and serving as a team leader and collaborative team participant
• Strong organizational skills as well as keen attention to detail.
• Demonstrated willingness and ability to incorporate AI tools and technologies into daily work processes to enhance efficiency, productivity, and impact.
• Microsoft Office and experience working with an Association Management System (Nimble AMS) preferred.
• Willingness to attend and work (approximately 12-hour days) at our annual conferences.
• Flexibility to attend a weekend meeting or evening conference call throughout the year, both in-person and/or virtual.

MORE DETAILS YOU’LL WANT TO KNOW:

• You can expect to travel up to two of ACOFP’s annual conventions and possibility a few state society meetings at most.
• Office location is 8501 W Higgins Chicago (Rosemont/O’Hare), featuring easy access to public transportation (connected to the Cumberland Blue Line)*.
• Interviews conducted virtually or onsite.

American College of Osteopathic Family Physicians is an Equal Opportunity Employer

SEARCH PROCESS

The search is being conducted by Tuft & Associates. Applicants should submit a cover letter and resume to: Karen Dunn Caspers, MSNM, CAE, c/o cbabjak@tuftassoc.com

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