Regulatory Affairs Specialist jobs in Germantown, MD

Location:  Rockville, MD (Remote or Hybrid) 

Experience:  4 years of event and volunteer management experience 

Reports to:  Director of Education Programs 

The Role 

RAPS is seeking a Virtual Events Specialist to collaborate with the Education, IT, and Marketing department in support of virtual events such as webcasts and online workshops, as well as in-person conferences and other learning efforts by the Education and Professional Development department.

The ideal candidate has a desire to become an integral team member, helping to deliver educational offerings for the healthcare regulatory profession. This position supports program managers and speakers through the event lifecycle and is responsible for day-to-day processes involved with the development and delivery of assigned programs, including accounting processing and tracking, record keeping, managing recordings, and special projects. 

What you will do with us: 

Event Management

• Adhere to RAPS SOPs and processes for the lifecycle of each event submission to minimize delays. 
• Manage deadlines with extensive follow up and reminders to ensure event registration is open on time. 
• Monitor and track registration progress across various tools as needed: Impexium (AMS), Cvent, PowerBI. 
• Master the Zoom platform to deliver assigned webcasts and online workshops. 

Speaker & Content Coordination

• Serve as the key point of contact for the speakers. Initiate correspondence with speakers upon selection and support them through program development – before, during, and post-event. 
• Communicate and manage speaker logistics, expectations, and deadlines. 
• Conduct rehearsal calls with speakers and RAPS Technology prior to each event.  
• Track all aspects of speaker management across various tools as needed: Cadmium and Smartsheet. 

 Stakeholder & Attendee Communication

• Serve as key point of contact for event registrants. Update registrants on any changes to the program. 
• Provide event updates to technology and marketing for collateral and websites. 
• Collaborate with Marketing to ensure clarity in communication with attendees 
• Review digital promotional materials for accuracy and consistency 
• Conduct QC review of external communications, such as confirmation emails, thank you emails. 

Operational Oversight

• Expedite contractual and financial obligations and manage timelines 
• Process speaker reimbursements/honorariums 
• Monitor budgeted expenses for each event to meet goals 
• Conduct QC reviews of web content to ensure products are presented accurately to all stakeholders. 

Continuous Improvement & Support

• Compile survey results and satisfaction scores for each event.  
• Evaluate feedback, identify improvement areas, and suggest solutions in a debrief report for each event.  
• Provide solutions-oriented customer service and monitors the event support inboxes.

What you will bring to succeed: 

• 4 years’ experience developing and maintaining online and in-person events 
• 4 years’ experience managing and working with volunteers 
• Strong organizational skills and attention to detail to manage multiple projects simultaneously
• Self-motivated and adept at working in team-based environment and with culturally diverse members 
• Proficient at delivering projects on time and to client specifications 
• Capable of holding individuals accountable to deadlines 

Preferred: 

• Bachelor’s degree 
• Experience in education/training/professional development planning & execution 
• Previous experience with an association/nonprofit 
• Working knowledge of: 
  • Faculty management systems (Cadmium preferred) 
  • Membership databases (Impexium preferred) 
  • Learning management systems (Meridian preferred) 
  • And eLearning authoring software (Articulate preferred) 
  • Video and audio editing 

What RAPS offers: 

• Competitive market-based wages with incentive pay
• Professional development programs
• Generous PTO and public holiday package
• Full suite of health, life and disability insurance options
• Flexible spending account
• 403(b) Retirement Plan with employer match with immediate vesting 

About RAPS 

The Regulatory Affairs Professionals Society (RAPS) is the largest global organization of professionals involved with regulatory and quality for healthcare products, including medical devices, pharmaceuticals and biologics, diagnostics, and digital health. Founded in 1976 as a neutral, nonprofit organization, RAPS supports and elevates the regulatory profession with education and training, professional standards, publications, research, networking, career development, and other valuable resources. RAPS is home to the Regulatory Affairs Certification (RAC), the only post-academic professional credential to recognize regulatory excellence. The society is headquartered in suburban Washington, D.C., with chapters and affiliates worldwide. www.raps.org. 

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.