Program Coordinator

**Program Coordinator**:
**Primary Purpose**: To plan and coordinate educational activities to meet the needs of the Division of Continuing Medical Education, College of Medicine.

**Nature of Work**: Reporting to the Director, this position supports CME’s mission to engage with healthcare professionals to enhance health care outcomes by delivering continuing professional learning that is focused on the needs of the patient and their communities. The program coordinator will organize and deliver educational activities, including formalizing content, in collaboration with various stakeholders. The work requires organizing in a complex environment, with continuous planning, and balancing multiple priorities and deadlines, creating event budgets, managing documents for quality control, and extensive public relations and communication. This position requires coordination of event committees and groups, and other stakeholders in a team environment. Quality control, meeting stakeholder needs, and continuous improvement are important aspects. Events include conferences, workshops, customized programming, online courses, and distance learning, and events may be held early morning, weekdays, and occasionally weekends.

**Accountabilities**:

- Planning_
- Work closely with the Associate Dean CME, Director, Educational Designers and other staff to plan and implement events, ensuring standards of accreditation are met.
- Plan in-person and virtual events to ensure they meet ongoing needs of physicians and the health care practitioners.
- Develop and implement a marketing plan in collaboration with CME team members.
- Identify and connect with industry and other organizations to attract resources for CME activities.
- Incorporate program evaluation into planning cycle.
- Committee coordination: when applicable, work with the event chairperson, set dates, books rooms, send invitations, create agendas, set up teleconference, take minutes, distribute documents, resources and materials
- Implementation_
- Event planning activities: Arrange speakers, book venues, facilities and accommodation; transportation, catering, signage, A-V equipment, manage virtual platforms, prepare documents and correspondence.
- Ensure activities are coordinated effectively and efficiently with a focus on learners.
- Work with CME team members and partners to coordinate distance learning and online strategy.
- Oversee the conference registration system and monitor registrations on an on-going basis.
- Ensure participant documentation and records are organized; manage databases that organize and archive information.
- Implement program innovations and improve events as recommended and feasible.
- Act professionally.
- Work with support staff.
- Other duties as required.
- Finance and Administration_
- Plan, prepare and adhere to budgets for educational events.
- Coordinate event-related Contracts and Agreements.
- Record all purchase requisitions and set up receivables; ensure all A/P and A/R are complete or compiled within a reasonable time frame.
- Ensure CONCUR travel requests are submitted for event related travel.
- Review events and implement recommendations for improvement.
- Reporting_
- Prepare feedback after courses and events in a manner that contributes to continuous improvement
- Compile and retain evaluation reports from events. Use to determine successes and areas of improvement.
- Monitor financial performance of events through post-event budget comparisons
- Due to the nature of the work schedule, time management will require monthly personal time reports to be submitted to the Director of CME.

**Qualifications**

**Education**:A university undergraduate degree is preferred.

**Experience**:A minimum of three to five years of work experience involving organization of complex situations/programs. An equivalent combination of training and experience may be considered. Experience working in diverse and inclusive environments is required.

**Skills**:High level of organization with acute attention to detail and accuracy. The ability to schedule and manage multiple priorities. Strong creative thinking and problem-solving skills. Effective written and verbal communication skills, managing numerous strings of communication at one time. The ability to use tact and diplomacy in difficult situations. The ability to work independently and collaboratively, under pressure and in a sometimes fast-paced environment. Supervisory skills, and the ability to organize volunteers. Functional knowledge of Microsoft Office, including Word, Excel, Outlook; Adobe Professional; CONCUR, Unifi, Adobe programs. Proficiency with virtual event platforms (e.g., Zoom, WebEx, Microsoft Teams).

This position is in scope of the Administrative and Supervisory Personnel Association.

**Department**: Continuing Medical Education
**Status**: Term 12 months with the possibility of extension
**Employment Group**: ASPA
**Full Time Equivalent (FTE)**: 1.0
**Salary**: Th