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Program Marketing Coordinator (Continuing Medical Education)

Job Details

Job location: Miami, FL


Employment Type: Full-time
Posted data: 2019-04-17
Req: R100031127
Current Employees:
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Where Excellence Meets Purpose

The University of Miami is among the top research universities and academic medical centers in the nation, and one of the largest private employers in South Florida.

With more than 16,000 faculty and staff, the University strives for excellence, and is driven by a powerful purpose to transform and impact the lives of its students, patients, members of the community, and people across the globe.

The University is committed to fostering a culture of belonging, where everyone feels valued and has the opportunity to add value.  Through values of Diversity, Integrity, Responsibility, Excellence, Compassion, Creativity, and Teamwork (DIRECCT) the U community works together to create an environment driven by purpose, excellence, community, and service.

The University has been named on Forbes's Best Employers list for two consecutive years, and is the only university in Florida to receive this honor.

About This Position

The University of Miami, Miller School of Medicine's Division of Continuing Medical Education (CME) has an exciting career opportunity for a Program Marketing Coordinator. This position is responsible for planning and executing marketing of educational activities for physicians and other healthcare professionals that assure compliance with the Accreditation Council for Continuing Medical Education (ACCME) and Pharma industry guidelines.

The duties and responsibilities for this position may include, but are not limited to:

  • Under the guidance and supervision of the CME Manager, plans and coordinates Continuing Medical Education (CME) symposia and courses from inception, evaluation to completion of final reports.
  • Under the guidance and supervision of the CME Manager, plans and coordinates design of brochures, e-blasts and websites, exhibit prospectus, signage, course collateral, any promotional and marketing materials for Continuing Medical Education (CME) symposia and courses. This includes promotional elements of general sessions, workshops, dinners and special events.
  • Prepares documentation for program review at CME committee meetings including needs assessment, learner objectives, disclosures, budgets.
  • Stays abreast of Accreditation Council for Continuing Medical Education (ACCME) accreditation guidelines and essentials.
  • Assists in preparing ACCME annual report, PARS and other special reports as required to maintain up-to-date accreditation
  • Stays abreast of software platforms (Cvent) and social media resources utilized by the Division of CME to promote and market CME symposia and courses
  • Consistently records detailed course expenses and income to ensure fiscal success including, but not limited to, creating purchase orders, sending payments to accounts payable, payment follow up with accounting and vendors and vendor invoice processing and payment.
  • Assists CME Manager in hotel contract negotiations including room rates, determination of date availability and meeting room space, food and beverage selections, group concessions, hotel deposits, supervising rooming list management and assisting the CME Manager in the review and processing of the final hotel invoice.
  • Prepares and distributes exhibit request letters to prospective industry contacts and is responsible for consistent exhibit follow up.
  • Reviews all elements in all promotional materials for compliance with Accreditation Council for Continuing Medical Education (ACCME) accreditation guidelines and essentials. This includes objectives, faculty information, agenda, hotel information, CME-required elements and registration information.
  • Prepares and obtains mailing list estimates and assist CME Manager in ordering mailing list and promotional documentation under the guidance and supervision of the CME Manager
  • Assists CME Manager in preparing media plans, and marketing plans, ads and web banner ads, both printed and online, in trade publications
  • Collaborates with CME Manager to develop exhibit room floor plan and assign exhibit space.
  • Coordinates and compiles program content for brochures and course collateral which includes objectives, faculty information, agenda, hotel information, CME-required elements and registration information.
  • Prepares faculty invite letters and correspondence, CME forms and organize the logistics of the speaker hotel and travel for University of Miami and guest faculty adherent to CME and University of Miami guidelines. Manage speaker requirements such as speaker disclosure forms, audio visual (AV) needs, housing, transportation and other needs as requested.
  • Manage on-site registration desk and assignment of registration staff duties.
  • Manages communications with exhibitors and corporate supporters; organizes logistics for exhibit displays and provides on-site exhibit management.
  • Arranges pre-event and onsite logistics to ensure delivery and set up of event functions including general sessions, workshops, dinners and special events, shipment coordination and distribution of meeting materials/registration packets, etc.
  • Prepares the syllabus for printing including appropriate CME elements.
  • Performs any other course coordination duties as assigned.
  • Assists in preparing nametags, print sign-in sheets, syllabus and any handout materials to be distributed on site
  • Assists with on-site setup and checking in attendees, and setup of ipads and laptops for on-site registration
  • Consistently monitors registration records to ensure fiscal success including, but not limited to, sending payment receipts and refunds to registrants when requested.
  • Produces welcome slides for each conference
  • Coordinates and compiles program content for brochures, journal ads, eblasts and course collateral
  • Imports attendance and registration data into CME Tracker (CME Database)
  • Creates and distributes electronically evaluation surveys to course attendees after each course

Minimum Qualifications

High school diploma or equivalent with some college; college degree preferred. At least three (3) years office experience, including coordinating multiple tasks. Valid Driver’s License. Certified Meeting Professional (CMP) designation/certification preferred certificate a plus.

  • Ability to develop, coordinate and evaluate a program promotional elements that are designed to expand and improve course marketing success
  • Ability to analyze and evaluate programmatic and administrative activities, make comprehensive evaluations and prepare detailed reports and recommendations
  • Ability to establish and maintain effective working relationships with other department staff, service provider staff, client advocacy groups and the general public
  • Ability to express ideas and information clearly, concisely, both verbally and in writing
  • Detailed and results- and goal-oriented.
  • Excellent interpersonal communication and public relations skills, including the ability to incorporate diplomacy, tact, patience and professionalism into day-to-day activities
  • Familiar with ACCME guidelines
  • Excellent organizational skills and attention to detail
  • Computer literacy (i.e. Microsoft Office, Cvent platform, Adobe Creative Suite, etc.) required
  • Ability to coordinate multiple activities at the same time
  • Strong typing ability (minimum 45 wpm)
  • Ability and willingness to move equipment, small furniture and small boxes for set up of meetings and conferences
  • Flexible work schedule to accommodate attendance at meetings on the weekends and during the week.  The position requires adaptability and flexibility to altering demands and work hours.  Substantial overtime may be required during the winter and spring months. (Work day may start at 6:00 am and continue until 11:00 pm repeatedly)

Any relevant education, certifications and/or work experience may be considered.

Desired Knowledge and Skills

Previous experience working in GME. Familiarity with ACGME, AAMC and other accrediting and regulatory bodies that affect resident/fellows education and training. In addition, the Sr. Program Coordinator should exhibit excellent communication (written, verbal, cross-cultural), problem-solving and decision-making skills: be proactive and willing to take initiative: be able to adapt quickly to changes in work requirements and assignments. 

UHealth-University of Miami Health System, South Florida's only university-based health system, provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine. As an academic medical center, we are proud to serve South Florida, Latin America and the Caribbean. Our physicians represent more than 100 specialties and sub-specialties, and have more than one million patient encounters each year. Our tradition of excellence has earned worldwide recognition for outstanding teaching, research and patient care. We're the challenge you've been looking for.

Patient safety is a top priority. As a result, during the Influenza ("the flu") season (September through April), the University of Miami School of Medicine requires all employees who provide ongoing services to patients, work in a location (all Hospitals and clinics) where patient care is provided, or work in patient care or clinical care areas, to have an annual influenza vaccination. Failure to meet this requirement will result in rescinding or termination of employment.



The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.

Job Status:

Full time

Employee Type:

Staff

Pay Grade:

c103

Organization

The University of Miami is one of America's top research universities located in one of the most dynamic and multicultural cities in the world.

A vibrant and diverse academic and healthcare community, the University of Miami and the University of Miami Health System (“UHealth”) have rapidly progressed to become one of the nation’s top research universities and academic medical centers in the nation. The mission of the University of Miami is to transform lives through education, research, innovation, and service

The University comprises 12 schools and colleges serving undergraduate and graduate students in more than 350 majors and programs. Visit welcome.miami.edu/about-um to learn more about our points of pride.

Bascom Palmer Eye Institute is ranked the #1 eye hospital in the USA and offers some of the nation's premiere eye doctors to treat every eye condition for adults. Sylvester Comprehensive Cancer, part of the Miller School of Medicine, received the prestigious National Cancer Institute designation in 2019. With more than $413 million in research and sponsored program expenditures annually, the University of Miami is a member of the prestigious Association of American Universities (AAU). Only 3 percent of four-year institutions in the nation are invited to join the AAU, which recognizes breadth and quality of research and scholarship. While the majority of this work is housed at the Miller School of Medicine, investigators conduct hundreds of studies in other areas, including marine science, engineering, education, and psychology.

The University of Miami and UHealth have also ranked among the Forbes Best Employers and Best Employers for Women on several occasions, most recently in 2022.

Transforming lives

With more than 17,000 faculty and staff, the University strives for excellence and is driven by a powerful mission to transform and impact the lives of its students, patients, members of the community, and people across the globe.

The University is committed to fostering a culture of belonging, where everyone feels valued and has the opportunity to add value. Through values of Diversity, Integrity, Responsibility, Excellence, Compassion, Creativity, and Teamwork (DIRECCT) the U community works together to create an environment driven by purpose, excellence, community, and service.

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