Senior Program Coordinator - School of Medicine, Continuing Medical Education

Edtech.com's Summary

Emory University is hiring a Senior Program Coordinator for the School of Medicine in Continuing Medical Education. The role involves overseeing operations, managing meetings, ensuring compliance for live CME activities, and handling event logistics including budget management and stakeholder coordination. The coordinator will also manage marketing, registration, and post-event reporting, with additional responsibilities in accreditation compliance and joint providerships planning.

Highlights

Oversees CME event operations and compliance.
Coordinates with faculty, attendees, and vendors.
Manages budgets and creates marketing materials.
A bachelor's degree and 5 years related experience required.
Experience with event planning and contract management preferred.
Proficiency in Microsoft Office, Zoom, and SharePoint.
Familiarity with LMS and survey tools like CME Tracker and SurveyMonkey.
Must demonstrate understanding of ACCME Standards.
Provides technical support for LMS logins and compliance questions.
Conducts audits and prepares accreditation reports.

Senior Program Coordinator - School of Medicine, Continuing Medical Education Full Description

Discover Your Career at Emory University:

Emory University is a leading research university that fosters excellence and attracts world-class talent to innovate today and prepare leaders for the future. We welcome candidates who can contribute to the excellence of our academic community. Description:

The Emory Office of Continuing Medical Education (CME) is seeking a Senior Program Coordinator to join the team!

Under the direction of the associate director, the Sr. Program Coordinator will oversee operations, meeting management and ensure compliance for live continuing medical education activities in the Emory School of Medicine. The Sr. Program Coordinator may also oversee accreditation compliance and planning for joint providerships, as assigned.

The Sr. Program Coordinator will be responsible for the logistics and execution of continuing medical education events. Key responsibilities include planning and managing event details, coordinating with stakeholders (faculty, attendees, vendors), ensuring accreditation compliance, and managing budgets. They also handle tasks like creating marketing materials, managing registration, and preparing post-event reports. Due to the nature of this work occasional travel is required and evenings and weekends may be required.

The ideal candidate should have experience with complex meeting and event planning. They should be highly motivated, organized, dependable, detail-oriented and deadline-driven. This position will interact with a wide range of both internal and external stakeholders, including Associate Deans, Department Chairs, faculty and staff. The ideal candidate will be able to pivot their communication style to meet the needs of their customer. It is expected that the sr. program coordinator will demonstrate a genuine appreciation of the mission of the CME Office and understanding of the ACCME Standards for Integrity and Independence in Accredited Continuing Education.

At this time, this position offers a hybrid work schedule, with required in-office days on Tuesdays and Wednesdays. During the initial onboarding period (approximately six months), the coordinator will be expected to be on-site at least three days per week. Core office hours are required. Must be able to commute to Emory University on a flexible weekly schedule based upon business needs. Schedule is based on agreed upon guidelines of department of work. Emory reserves the right to change remote work status with notice to employee.

This job description is not meant to be an exhaustive list of all duties and responsibilities and is subject to change based on the needs of the office.

KEY RESPONSIBILITIES:

Designs, implements, and coordinates operational facets of a specific program.
Develops strategic plans and objectives that ensure the program's continued success, and develops evaluation methods to assess outcomes.
Conducts program research and ensures that the preparation of mandatory operational, statistical, and financial reports are accurate and factual, and that all reports comply with federal and state regulations and/or institutional policies.
Designs training programs and materials, conducts training sessions, and represents the program at various conferences, meetings, or seminars.
May plan, administer, or monitor the program's budget and/or grants, and conduct financial forecasting for the program.
May develop fundraising programs, including researching and identifying funding sources, and writing and submitting grant proposals.
Serves as a liaison to and interacts with other groups and organizations participating in the program or seeking knowledge of the program; may write and present speeches.
Maintains complete and accurate program records.
May serve on or chair various University committees.
May supervise program staff, interns, and/or volunteers.
Performs related responsibilities as required.

Essential Functions:

Provide daily oversight and support of live CME activities and joint providerships.
Communicate proactively with departmental coordinators to reinforce policies and prepare for upcoming events.
Track CME and/or joint providership application status and provide timely follow up on assigned tasks. Assist with handling the timely and accurate input and maintenance of accreditation documentation and program files, include financial disclosure forms, mitigation, letters of agreement, evaluations, records of attendance. Suggest revisions to materials and objectives as needed to comply with ACCME Standards and manage mitigation needs for potential conflicts of interest with accredited activities.
Assist with ensuring files are complete prior to activity launch.
Assist with gathering educational content from faculty and formatting as needed for presentation. Obtain and review activity presentation slides where applicable to ensure ACCME compliance.
Develop and manage program budgets.
Managing all contract negotiations for venue and vendors.
Review marketing pieces for accuracy; ensure accreditation language is disclosed and accurate.\Assist with set-up, registration, documentation of attendance, and other logistics.
Assist with inviting and managing exhibitors for eligible accredited activities.
Deliver technical support to activity coordinators, directors, and other users regarding LMS logins, credit claiming, password resets, disclosure submissions, compliance questions, and troubleshooting issues.
Organize and maintain electronic records, create templates, and draft both routine and follow-up correspondence.
Perform data entry, including uploading financial disclosures, entering mitigation forms, generating custom evaluations via SurveyMonkey, and compiling results for year-end reporting.
Manage creation of event/session IDs in LMS and contribute to outcomes reporting and database maintenance.
Lead and host biweekly virtual office hours sessions to provide support to stakeholders (excluding holidays).
Assist with accreditation and reaccreditation efforts, including preparation of PARS reports and Performance-in-Practice (PIP) documentation.
Conduct quarterly audits of CME activities to ensure compliance.
Maintain and update activity spreadsheets, including contact records and status tracking.
Stay current with and navigate changes in CME-related regulatory environments, particularly around industry support and ACCME standards.
Collaborate with activity directors and coordinators to plan and execute CME events effectively.

MINIMUM QUALIFICATIONS:

A bachelor's degree in a field related to specified program areas and five years related program management experience, or an equivalent combination of experience, education, and training.

PREFERRED QUALIFICATIONS:

Event and meeting management experience including hotel and vendor contract management.
Exceptional verbal and written communication skills, with the ability to interact professionally and effectively across a wide range of stakeholders, including faculty, staff, and institutional leadership.
Proven interpersonal skills and a collaborative mindset; able to work well independently and as part of a team.
Prior experience as a CME Coordinator or direct involvement in planning or managing CME activities is preferred.
High level of proficiency with Microsoft Office Suite (Word, Excel, Outlook, Teams, PowerPoint), Zoom, and SharePoint.
Familiarity with learning management systems such as CME Tracker, and survey tools like SurveyMonkey and/or Qualtrics is a plus.
Outstanding attention to detail and ability to manage multiple tasks and priorities simultaneously in a fast-paced environment.
Self-starter with strong organizational, analytical, and problem-solving skills; demonstrates accountability and takes ownership of responsibilities.
Eagerness to learn and adapt; able to understand and apply new information quickly in a dynamic regulatory environment.
Commitment to customer service excellence and a positive, solutions-oriented attitude.
Reliable attendance and ability to maintain a consistent in-office presence on Tuesdays and Wednesdays (except holidays), as required.

NOTE: This role will be granted the opportunity to work from home regularly but must be able to commute to Emory University on a flexible weekly schedule based upon business needs. Schedule is based on agreed upon guidelines of department. This role requires residency in the state of GA. Emory reserves the right to change remote work status with notice to employee. Additional Details:

Emory is an equal opportunity employer, and qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by state or federal law. Emory University does not discriminate in admissions, educational programs, or employment, including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training. Students, faculty, and staff are assured of participation in university programs and in the use of facilities without such discrimination. Emory University complies with Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veteran's Readjustment Assistance Act, and applicable executive orders, federal and state regulations regarding nondiscrimination, equal opportunity, and affirmative action (for protected veterans and individuals with disabilities). Inquiries regarding this policy should be directed to the Emory University Department of Equity and Civil Rights Compliance, 201 Dowman Drive, Administration Building, Atlanta, GA 30322. Telephone: 404-727-9867 (V) | 404-712-2049 (TDD).

Emory University is committed to providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to request a reasonable accommodation, please contact the Department of Accessibility Services at 404-727-9877 (V) | 404-712-2049 (TDD). Please note that one week's advance notice is preferred.

Original Job Description

Discover Your Career at Emory University:

The Emory Office of Continuing Medical Education (CME) is seeking a Senior Program Coordinator to join the team!

This job description is not meant to be an exhaustive list of all duties and responsibilities and is subject to change based on the needs of the office.

KEY RESPONSIBILITIES:

Designs, implements, and coordinates operational facets of a specific program.
Develops strategic plans and objectives that ensure the program's continued success, and develops evaluation methods to assess outcomes.
Conducts program research and ensures that the preparation of mandatory operational, statistical, and financial reports are accurate and factual, and that all reports comply with federal and state regulations and/or institutional policies.
Designs training programs and materials, conducts training sessions, and represents the program at various conferences, meetings, or seminars.
May plan, administer, or monitor the program's budget and/or grants, and conduct financial forecasting for the program.
May develop fundraising programs, including researching and identifying funding sources, and writing and submitting grant proposals.
Serves as a liaison to and interacts with other groups and organizations participating in the program or seeking knowledge of the program; may write and present speeches.
Maintains complete and accurate program records.
May serve on or chair various University committees.
May supervise program staff, interns, and/or volunteers.
Performs related responsibilities as required.

Essential Functions:

Provide daily oversight and support of live CME activities and joint providerships.
Communicate proactively with departmental coordinators to reinforce policies and prepare for upcoming events.
Track CME and/or joint providership application status and provide timely follow up on assigned tasks. Assist with handling the timely and accurate input and maintenance of accreditation documentation and program files, include financial disclosure forms, mitigation, letters of agreement, evaluations, records of attendance. Suggest revisions to materials and objectives as needed to comply with ACCME Standards and manage mitigation needs for potential conflicts of interest with accredited activities.
Assist with ensuring files are complete prior to activity launch.
Assist with gathering educational content from faculty and formatting as needed for presentation. Obtain and review activity presentation slides where applicable to ensure ACCME compliance.
Develop and manage program budgets.
Managing all contract negotiations for venue and vendors.
Review marketing pieces for accuracy; ensure accreditation language is disclosed and accurate.\Assist with set-up, registration, documentation of attendance, and other logistics.
Assist with inviting and managing exhibitors for eligible accredited activities.
Deliver technical support to activity coordinators, directors, and other users regarding LMS logins, credit claiming, password resets, disclosure submissions, compliance questions, and troubleshooting issues.
Organize and maintain electronic records, create templates, and draft both routine and follow-up correspondence.
Perform data entry, including uploading financial disclosures, entering mitigation forms, generating custom evaluations via SurveyMonkey, and compiling results for year-end reporting.
Manage creation of event/session IDs in LMS and contribute to outcomes reporting and database maintenance.
Lead and host biweekly virtual office hours sessions to provide support to stakeholders (excluding holidays).
Assist with accreditation and reaccreditation efforts, including preparation of PARS reports and Performance-in-Practice (PIP) documentation.
Conduct quarterly audits of CME activities to ensure compliance.
Maintain and update activity spreadsheets, including contact records and status tracking.
Stay current with and navigate changes in CME-related regulatory environments, particularly around industry support and ACCME standards.
Collaborate with activity directors and coordinators to plan and execute CME events effectively.

MINIMUM QUALIFICATIONS:

A bachelor's degree in a field related to specified program areas and five years related program management experience, or an equivalent combination of experience, education, and training.

PREFERRED QUALIFICATIONS:

Event and meeting management experience including hotel and vendor contract management.
Exceptional verbal and written communication skills, with the ability to interact professionally and effectively across a wide range of stakeholders, including faculty, staff, and institutional leadership.
Proven interpersonal skills and a collaborative mindset; able to work well independently and as part of a team.
Prior experience as a CME Coordinator or direct involvement in planning or managing CME activities is preferred.
High level of proficiency with Microsoft Office Suite (Word, Excel, Outlook, Teams, PowerPoint), Zoom, and SharePoint.
Familiarity with learning management systems such as CME Tracker, and survey tools like SurveyMonkey and/or Qualtrics is a plus.
Outstanding attention to detail and ability to manage multiple tasks and priorities simultaneously in a fast-paced environment.
Self-starter with strong organizational, analytical, and problem-solving skills; demonstrates accountability and takes ownership of responsibilities.
Eagerness to learn and adapt; able to understand and apply new information quickly in a dynamic regulatory environment.
Commitment to customer service excellence and a positive, solutions-oriented attitude.
Reliable attendance and ability to maintain a consistent in-office presence on Tuesdays and Wednesdays (except holidays), as required.

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Senior Program Coordinator - School of Medicine, Continuing Medical Education

Edtech.com's Summary

Senior Program Coordinator - School of Medicine, Continuing Medical Education Full Description

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