Medical Education Program Coordinator

Carden Jennings Publishing Co., Ltd. is seeking a detail-oriented and proactive Medical Education Program Coordinator to join our Medical Education team. This remote position is vital in supporting comprehensive project management and event planning for various medical education meetings and Grand Rounds in Urology (GRU) programs.

Position Overview

As a Medical Education Programs Coordinator, you will report to the VP of Medical Education Meetings and Marketing and work closely with the Chief Commercial Officer to ensure the seamlessness and execution of educational conferences and programs. This role involves a mix of high-level project management, faculty relations, and onsite event support. The role also requires someone who can be trusted to communicate directly and professionally with senior physicians and thought leaders.

Key Responsibilities

Faculty Management

· Coordinate and reconcile the schedules of multiple faculty members across busy schedules, and resolve scheduling conflicts quickly and efficiently.

• Serve as a professional, dependable point of contact for faculty, communicating with clarity and polish appropriate to senior physicians and KOLs.
• Meet with program directors and other key stakeholders, representing the organization professionally and positively.
• Maintain faculty tracking documents and ensure faculty web pages and bios are accurate.
• Create and deliver faculty agreements via electronic signature platforms and maintain returned documentation.
• Ensure timely receipt of faculty slides and disclosure forms, coordinating with CME providers for review.
• Manage faculty honoraria payments and expense reimbursements.
• Assist in the project management of ancillary sponsored programs related to the Grand Rounds in Urology website and community.

Event Planning & Program Management

• Maintain agenda documents when changes arise, faculty tracking documents when changes or updates occur to conference speakers, and other document maintenance tasks.
• Manage attendee communications and registration tasks.
• Collaborate internally with production and creative teams to distribute conference information.
• Coordinate with hotel staff to manage room blocks for faculty, especially in comparing room block lists with registration lists.
• Lead on-site event management, including slide processing and registration.
• Facilitate the creation and updating of meeting reports and analyze learner data via surveys and ARS.
• Improve attendee engagement through interactive activities (peer interaction, ARS, etc.).
• Serve as the main customer service contact for events and the online community.

CME & Ancillary Services Support

• Liaise with CME accreditation providers to ensure deadlines for required CME timelines are met.
• Act as the primary contact for learners seeking CME credit or asking questions about CME conferences.
• Support ancillary services such as webinars, online educational content, speakers bureau programs, and advisory board programs.

Requirements

• Strong organizational skills with the ability to manage multiple programs and project deadlines simultaneously.
• Extreme attention to detail.
• Excellent communication skills for interacting with internal teams, faculty, and attendees.
• Strong written communication with firm but friendly professional email correspondences, which is essential as you will be communicating in writing with senior physicians on a daily basis.
• Comfort with multitasking; being able to juggle many moving parts and multiple stakeholders at once, and resolve conflicts calmly and quickly.
• Strong customer service skills, ability to handle inquiries and resolve complaints in a helpful and positive way.
• Strong proficiency in Google Suite and Microsoft Office, especially Google Docs, Google Sheets, Google Slides, Excel, Word, and PowerPoint. Proficiency and/or experience with creative applications like Adobe Acrobat or Canva is a plus.
• High comfort level with AI tools such as ChatGPT and Claude.
• Willingness to travel and work on-site at approximately 10 live conferences per year. Ability to lift 30+ pounds is a plus.

Preferred Qualifications

· A strong writing background, such as English coursework or a degree, and/or

· A science background, such as a biology/life sciences degree, or prior experience supporting academic professors or faculty, and/or

• A hospitality degree, or hospitality or meeting planning background with 3-5 years in prior experience working at hotels, country/golf clubs, or with professional event organizations.
• Experience with registration management software programs such as Eventbrite, Cvent, Whova, etc. is a plus but not required.

Salary and Job Details

• Salary: $50,000 – $55,000 (based on experience)
• Location: Remote on the East Coast/Eastern Time zone preferred, with travel
• Travel: Approximately 10 multi-day trips per year to live meetings, and occasional travel to the company HQ in Charlottesville, VA, is required.