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Conference & Outreach Associate

Date Posted: 2/10/2012
Organization: The Gay & Lesbian Medical Association (GLMA)
Location: Washington, DC

Description of Organization:
GLMA, the world's largest and oldest membership association of LGBT health professionals, was founded in 1981 with the mission of maximizing the quality of health services for LGBT people, promoting full civil rights, and fostering a professional climate in which the organization’s diverse members could reach their full potential. GLMA’s current mission is to ensure equality in healthcare for LGBT individuals and health professionals, and we work to achieve this mission by using the health expertise of our membership in professional education, public policy work, patient education and referrals and the promotion of research.

Position Responsibilities:

GLMA seeks a Conference & Outreach Associate whose primary responsibility will be to coordinate the organization’s Annual Conference, including the exhibit hall and logistics for the Annual Gala and Achievement Awards Dinner. GLMA’s Annual Conference provides continuing education programming and social events for about 400 physicians, nurses, nurse practitioners, physician assistants, psychologist, social workers, health profession students and health advocates. This staff member will also coordinate other GLMA events, including board meetings and receptions, and will work in collaboration with the Membership & Development Associate to organize fundraising events. This position reports to the Education & Communications Manager and will require occasional travel.

Duties include working with the Education & Communications Manager to:

  • Coordinate site selection and hotel contract negotiations;
  • Coordinate online and onsite conference registration process;
  • Coordinate workshop and plenary speaker logistics (abstracts, learning objectives, financial disclosure forms, bios, presentations, travel reimbursements, etc.);
  • Coordinate call for abstracts and create conference workshop schedule and room assignments;
  • Coordinate with conference vendors (printers, special events venues, caterers, A/V, exhibit, etc.) and hotel (including, monitoring the room block and developing banquet event orders);
  • Coordinate conference exhibits, including development and dissemination of exhibitor prospectus, assigning exhibit space and coordinating onsite logistics ;
  • Develop budgets, monitor expenditures and ensure appropriate accounting procedures;
  • Create conference program and supplemental materials (including conference bags, evaluations, handouts, etc.);
  • Coordinate GLMA staff, volunteers and temps onsite;
  • Prepare and issue CME/CE certificates;
  • Collate and summarize conference evaluations;
  • Work with other GLMA staff to plan other organizational events, including board meetings, fundraising receptions and exhibiting;
  • Other duties as assigned;


To perform this job successfully, an individual should ideally have:

  • 3+ years experience in meeting/conference planning (including contract negotiation)
  • Experience in CME/CE conference planning and/or knowledge of ACCME guidelines is a plus;
  • Demonstrated strong attention to detail;
  • Excellent written and verbal communication skills;
  • Strong computer skills, particularly with Microsoft Office and database program;s
  • Demonstrated ability to work collaboratively as well as independently
  • Demonstrated ability to operate within tight deadlines and to keep multiple projects moving forward simultaneously
  • Familiarity with or knowledge of LGBT health and/or health disparities issues
  • Demonstrated commitment to advancing LGBT equality;   
  • A bachelor’s or higher degree or relevant and comparable work experience   

Apply To:
Qualified applicants should send an email to that includes your resume, a brief professional writing sample and a cover letter describing your interest in the position and a brief explanation of your sense of the place of health care equality in the LGBT civil rights movement.  Applications that don’t include these elements will not be considered.  Applications will be accepted until the position is filled.