Program Coordinator

7 months ago

Vancouver, Canada Medspa Partners Full time

**Program Coordinator, International Institute of Aesthetic Medicine**

**Location: Vancouver BC**

**Salary: 65,000 base**

**Key Responsibilities**:
**Program Logistics**:

- Coordinate and schedule training sessions, workshops, and seminars.
- Manage inventory of training materials, supplies and equipment.
- Collaborate with instructors to schedule, organize, and prepare for each session.
- Prepare and organize training materials, equipment, and supplies including the Rotation Schedule.
- Ensure the availability and proper functioning of medical equipment and supplies for training purposes.
- Set up and maintain a sterile and organized clinical environment for practical sessions.
- Lead practical training sessions, ensuring all documentation and supplies required are prepared.
- Manage practical training sessions by informing instructors of schedule updates.
- Support in organizing special events, conferences, and industry-related gatherings.
- Coordinate with external vendors for event-related services.

**Participation Management**:

- Facilitate the registration process for participants including sharing our registration package and taking payments.
- Communicate program details, schedules, and requirements to participants.
- Manage access and reporting for student virtual platform in BC and IL
- Monitor participants' progress during virtual learning, offering guidance as needed.
- Maintain accurate participant records and attendance, including relevant accreditation documents.

**Model Management**:

- Manage the outreach and acquisition of new models through Hubspot.
- Interact with models, addressing their queries, and concerns, and ensuring a positive treatment experience.
- Build and maintain relationships with prospective and existing clients.
- Facilitate the check-in process to ensure photos are taken and numbing is applied if applicable.
- Facilitate the check-out process to ensure payment is taken and the next appointments are booked if applicable.
- Conduct regular follow-ups to understand client needs and concerns.

**Communication**:

- Serve as a primary point of contact for program-related inquiries.
- Communicate effectively with instructors, participants, and other staff members.
- Provide regular updates to the Associate Director of Education on the status of equipment, supplies, and any issues, including discrepancies in regulatory requirements, which arise during training sessions.
- Provide regular updates to the Growth Team on students who are interested in enrolling in future courses.

**Documentation and Reporting**:

- Gather feedback through surveys and evaluation forms from participants and instructors to continuously improve programming.
- Record and maintain accurate patient forms including medical histories, consent, and treatment charts.
- Complete month-end tasks for head office efficiently including revenue reporting, expense and invoice approvals, inventory, instructor invoices and Payworks, and cash management.
- Complete and submit instructor invoices upon course completion.

**Performance Metrics**:

- Timely and accurate coordination of training programs.
- Participant satisfaction and feedback.
- Adherence to budgetary constraints.
- Completion of program-related documentation and reports.

**Professional Development**:

- Attend relevant workshops and training sessions to stay informed about industry trends.
- Seek opportunities for skill development and continuous improvement.

**Requirements**:

- Experience within Medical Aesthetics or Healthcare industry is a must
- Strong Business Acumen
- 2+ Sales and customer service experience
- Ability to work in a fast paced environment
- Able to work weekends
- Experience within training and education is a plus

**Salary**: $65,000.00 per year

**Benefits**:

- Paid time off
- Store discount

Schedule:

- 8 hour shift
- Every Weekend
- Monday to Friday

**Education**:

- Bachelor's Degree (preferred)

**Experience**:

- Medical Aesthetics: 1 year (required)
- Sales: 1 year (required)
- Customer service: 1 year (required)

Licence/Certification:

- Driving Licence (required)

Ability to Commute:

- Vancouver, BC V6H 4E1 (required)

Work Location: In person

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