Education Events Manager

Education Events Manager
Department: Education
Status: Full Time / Exempt
Reports To: Senior Education Manager 

About the American Institute of Ultrasound in Medicine (AIUM) 

The American Institute of Ultrasound in Medicine is a multidisciplinary association dedicated to advancing the safe and effective use of medical ultrasound. Through education, research, guidelines, and community, we bring together healthcare professionals, scientists, and educators from across the globe. Our annual conference and educational programs are central to this mission, offering high-quality learning and networking opportunities for the medical ultrasound community. 

Position Summary 

AIUM is seeking a detail-oriented and collaborative Education Events Manager to lead the planning and execution of our education events portfolio, including the flagship AIUM Annual Meeting (approximately 750 attendees and 200 exhibitors/staff), two large in person education seminars, and six to eight smaller hybrid or virtual courses annually. This is a hands-on role where you will manage venues, vendors, event technology, and onsite logistics to deliver high impact experiences for attendees, presenters, and partners. 

The ideal candidate will have experience in event logistics, education program coordination, and technology platforms used in virtual and hybrid learning environments. Experience with event technology platforms such as Cadmium or similar is preferred.  This is a hands-on role with significant opportunity for growth as AIUM expands its educational offerings in 2026 and beyond. 

Key Responsibilities 

Strategic Alignment and Planning 

• Ensure event planning and execution align with AIUM’s organizational goals and strategic priorities 
• Assist in setting measurable goals for each event and course. 
• Collaborate with internal teams and volunteer committees to support program objectives and enhance participant experience 

Event Planning and Delivery 

• Lead logistical planning and onsite coordination for the AIUM Annual Meeting, including venue management, vendor coordination, registration setup, and exhibitor support 
• Manage logistics for two large in-person courses and six to eight smaller hybrid/virtual courses annually, including catering, AV, registration, and hybrid delivery. 
• Participate in site selection (as needed) for future events, with increasing involvement over time. 
• Work with colleagues to communicate with speakers and organize practice sessions as needed for virtual and hybrid events. 
• Maintain event timelines, budgets, and task tracking to meet deadlines and resource targets. 
• Create onsite staffing plans and responsibilities outlines for each event. 
• Coordinate with external conference logistics contractors during peak planning and onsite phases. 

Budget Development and Oversight 

• Develop and manage event budgets in collaboration with the finance team. 
• Monitor event expenses and ensure financial accountability. 

Vendor and Venue Management 

• As needed, source and manage relationships with venues, hotels, caterers, AV providers, virtual event platforms, decorators, and other suppliers 
• Conduct property searches and manage RFP processes for event site selection. AIUM operates on a three-year rolling site selection process, and candidates will begin participating in future site planning after joining the team for approximately one year. 
• Negotiate contracts and oversee compliance with budget and service expectations. 
• Coordinate shipping, signage, and event materials. 

Technology and Systems 

• Work to ensure availability and readiness of event technology platforms (e.g., Cadmium or similar), collaborating with colleagues, contractors, and vendors to support setup, speaker coordination, and attendee communications. 
• Work with the Education team to provide clear instructions and messaging to speakers on technology use, session logistics, and deadlines. 
• Collaborate with IT and Education staff to ensure smooth integration with AIUM systems. 
• Troubleshoot technical issues during virtual and hybrid events. 

Collaboration and Stakeholder Support 

• As needed, support volunteer committees as the primary logistics liaison. 
• Work with marketing, membership, and technology teams to ensure cohesive event execution 
• Collaborate with the partnerships team to fulfill sponsor and exhibitor commitments. 
• Coordinate with the CME Manager to support the implementation and maintenance of ACCME accreditation requirements. 
• Respond to customer inquiries via phone and email (learn@aium.org). 
• Occasionally, support other small AIUM physical/hybrid events logistically (e.g., one off cycle committee meeting a year). 

Risk Awareness and Compliance 

• Create event specific Risk Management Guidelines in coordination with AIUM policies and external vendors. 
• Maintain familiarity with insurance and risk management considerations (handled by the finance team). 

Post-Event Evaluation and Continuous Improvement 

• Conduct post-event evaluations, prepare reports on outcomes 
• Recommend improvements for future events and contribute to continuous program enhancement. 

Qualifications 

• Bachelor’s degree required (Hospitality, Event Management, Education, Business, or related field) 
• Minimum five years of experience in event logistics or education program coordination. Experience in an association or nonprofit environment strongly preferred. 
• Experience with event technology platforms such as Cadmium or similar preferred. 
• Familiarity with virtual event technologies and webinar platforms. 
• Proven ability to manage vendors, negotiate contracts, and oversee budgets. 
• Strong organizational skills, attention to detail, and ability to handle multiple priorities. 
• Excellent communication skills and a calm, solutions-focused approach under pressure. 
• Experience setting measurable event goals that align with organizational goals preferred. 
• CMP (Certified Meeting Professional) or similar credentials preferred. 
• Remote coordination experience preferred to manage national sites and vendors from headquarters area. 

Work Environment and Travel 

AIUM operates in a hybrid work model. Staff work one day per week from our office in Laurel, Maryland, with the option to work remotely the remaining days. This role requires travel to the Annual Meeting and occasional travel for courses. Some evening or weekend work may be required to support live virtual events or committee meetings with compulsory time provided.