CME Coordinator

Overview
Responsible for the administration and operational support of the Doheny Continuing Medical Education program. Works with outside vendors, CME provider partners, internal staff and external constituents to plan and coordinate all CME projects from inception, meeting CME requirements and ensuring completion on time, within budget and consistent with quality standards. Supports physician education activities and ensures CME program accreditation and compliance with ACCME, CMA, AMA or other state/federal regulations or board requirements. Plans and oversees special events programs and functions. Represents Doheny in a professional and courteous manner when greeting and interfacing with visitors, patients and donors.

Event Planning: (Percent of time: 60%)

1. Coordinate all administrative aspects of Doheny CME programs, including development of timelines, status reports, project budgets, attendance tracking, logistics, speaker coordination, payments, travel logistics and distribution of materials.

2. Assist CME Medical Director as liaison to course directors and faculty to ensure consistent and timely course management.

3. Prepare agendas, program, evaluation tools and certificates for CME approved activity.

4. Plan and administer special events to include annual Doheny Days event, faculty and staff training programs.

5. Function as event liaison between Doheny and vendors. Identify target groups, develop concepts, design and coordinate mailing of promotional materials and invitations and oversee logistical planning. Maintain records on event activities, progress and status.

6. Attend educational events to oversee activities and ensure details are handled as planned.

7. Negotiate and contract with vendors for a variety of goods and services related to event planning.

8. Monitor delivery of goods and services to ensure contract terms are satisfied.

9. Develop and maintain an extensive network of contacts, both internal and external, to facilitate event coordination.

10. Collate & analyze data from CME feedback on educational programs.

11. Work with CME Medical Director and CME Committee to develop ongoing and future CME programs, and produce annual calendar of activities

12. Prepare requests and applications for CME funding, including for exhibitor support and educational grants.

13. Track LOAs and reconciliation of commercial support funds.

14. Coordinate A/V technical requirements for educational events.

15. Manage Zoom, webinar platforms, or livestream services. Support remote speakers and remote learners.

Marketing and Outreach: (Percent of time: 15%)

1. Coordinate with Doheny Development & Communications to ensure that CME web-presence is up-to-date and supports CME activities and objectives.

2. Work with Doheny Development & Communications on email campaigns, web updates, and social media posts, event pages, registration forms, and digital assets.

3. Coordinate photography and post-event highlights.

Compliance: (Percent of time: 15%)

1. Collect and appropriately store conflict-of-interest disclosures for all planners and faculty.

2. Ensure review of disclosures by CME Medical Director and mitigation documentation is completed before any learning occurs.

3. Track and archive mitigation strategies, disclosure slides, and review notes.

4. Collect slides in advance for compliance review.

5. Ensure all presenters meet disclosure requirements and include disclosure slides.

6. Ensure receipt of learning objectives and practice gaps from course directors.

7. Ensure all materials meet Standards for Integrity and Independence, including commercial support separation requirements per ACCME standards.

8. Maintain 6-year documentation records, including disclosures, mitigation, evaluations, agendas, promotional materials, and LOAs.

9. Maintain meticulous activity files for audit readiness.

10. Enter all relevant information in PARS (ACCME’s Program and Activity Reporting System) on a timely basis.

Department Budget: (Percent of time: 5 %)

1. Monitor departmental budget, advising CME Medical Director of budget variances as needed.

2. Develop and control annual CME budget as well as program/event based budgets.

Online CME Platform Administration(Percent of time: 5 %)

1. Upload, maintain, and update course content on the learning platform.

2. Manage learner registrations, credit claiming, and evaluation workflows.

3. Troubleshoot user issues with access, certificates, and credit tracking.

4. Monitor analytics (completion rates, drop-off points, post-tests).

Other (Ongoing):

1. Remain up-to-date on requirements for CME accreditation and updated ACCME Standards (Standards 1–4), policies and procedures and implement programmatic steps to ensure compliance.

2. Customer service: Serve as primary contact for learners needing support.

3. Coordinate bi-annual CME Committee Meetings.

4. Perform all tasks in a safe manner in compliance with company safety policies and according to applicable regulations; maintain a neat workstation and environment. (Ongoing)

5. Display courtesy and consideration to patients, guests, physicians and staff. (Percent of time: Ongoing)

6. Maintain confidentiality of all records and information that pertains to patients, physicians, employees, the organization and in related interests. (Percent of time: Ongoing)

7. Performs other duties and projects as requested or assigned. (Percent of time: Ongoing)

Supervision:

Function under general supervision of Associate Director and oversight by CME Director(s).

Educational Experience, Training:

1. Education

High School degree required.

Bachelor’s degree preferred.

2. Experience

Minimum four (4) years’ work experience in a directly related field

Experience working as a CME or medical education program coordinator preferred.

3. Abilities and Characteristics

• Self-motivated with the ability to work in a team as well as independently
• Ability to interface well with all departments and within the organization to represent the CME department and Doheny overall in a highly professional manner.
• Demonstrated excellent oral and written communication in daily interactions.
• Demonstrated ability to communicate effectively and professionally with faculty, staff and customers.
• Possess a general degree of proficiency with MS Office products including Word, Excel, Power Point and Outlook.
• Must be able to maintain the highest level of confidentiality.
• Demonstrated ability to handle multiple tasks simultaneously, plus assess and shift priorities effectively; exceptional organizational skills required to ensure quick and immediate retrieval of information (files, records, email, correspondence, etc.,) as requested; ability to meet designated deadlines is also a critical qualification.
• Ability to assess situations, good judgment and determine appropriate action.

Job Type: Full-time

Pay: $45,000.00 - $63,824.00 per year

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Retirement plan
• Vision insurance

People with a criminal record are encouraged to apply

Work Location: In person

Salary : $45,000 - $63,824