Program Manager, IPA

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
• 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.