Program Manager (Medical Meetings)

This role is subject to a flexible hybrid work arrangement requiring a minimum of 1-2 pre-determined days per week in our mid-town office.

SUMMARY

Manages faculty and program content of conferences, symposia and workshops on behalf of CRF, and under direction of the Director, Program Development.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Works closely with the physician course director(s) to plan, organize, implement, and evaluate the content development, by serving as the main point of program contact for assigned meetings.
• Manages timelines, budgets, and workflow for assigned projects and meetings.
• Responsible for the planning and execution of assigned programs to ensure the program deliverables are completed on time and within budget.
• Works in conjunction with Program Team member on Live Case sessions to execute Contracts for applicable CRF Programs. Will work closely with legal counsel to communicate correct contract is sent, any necessary changes, and execution of signed agreement. Will also maintain HIPAA forms and live case grant invoices for applicable CRF programs.
• Supervises and guides support team to execute necessary deliverables for two of the largest CRF run meetings.
• Schedules, prepares agenda and facilitates planning meetings with chair(s) and/or committees along with internal stakeholders. Post planning meeting, the program planner prepares and circulates reports, general documents, minutes, action items and responsibilities developed from planning meetings.
• Identifies and works with Course Director(s) and faculty to resolve scheduling and availability conflicts.
• Addresses faculty inquires and/or problems related to faculty responsibilities at educational activities, including but not limited to their schedule, registration, hotel, travel and presentation management questions.
• Gathers forms required to process reimbursement information and provides post conference summary.
• Acts as a liaison between live case operators, site contacts, production vendor and course directors in assembling and distributing schedule changes, memos and slide templates, along with collection of material required from each site.
• Maintains vendor relationships and works closely with the Meeting Planning group to ensure faculty housing, registration and/or travel websites and processes are executed in a timely and accurate manner.
• Works with Project Marketing Manager on marketing material, online or in print, by providing and proof reading/editing of faculty listings, agenda, signage and other program material for educational activities.
• Creates conference material including but not limited to, agenda, and disclosure summaries. Collects conference material post conference for processing of certificates.
• Provides onsite management of faculty and agenda at educational activities. Including, but not limited to handing out badges, preparing and organizing moderator notes, working with the presentation management team to ensure the quality of speaker slides presentations, works with the Meeting Planning group on room set-up, updating group, course directors, chairs and faculty of any program changes. Maintains program documentation, including files, reports, binders, project timelines, and data entry in speaker databases.
• Manages faculty hotel block, faculty travel via travel agency, and registration lists for assigned meetings.
• Monitors faculty expenses, alerts director on material changes, and provides final budget reconciliation and estimates for the following year’s budget.
• Reviews/edits or provides new templates, meeting timelines, faculty communications, processes, etc.
• Maintains relationships with over large groups of internationally renowned faculty of physicians and other.
• Additional duties as assigned.

QUALIFICATIONS

• Bachelor’s degree or the equivalent work experience.
• 4-6 years of experience managing medical meetings, academic programs, or project management.
• Experience working with physicians.
• Proficient in Microsoft Excel, Outlook, Word, PowerPoint and Internet Explorer. Experience with database management is a plus.
• Strong focus on flexibility, ability to multi-task, attention to detail, excellent organizational skills, good follow-up and judgment. Must be able to prioritize and work in a fast-paced environment.
• Imperative to have the ability to manage time effectively and function well both autonomously and as part of a team
• Possess excellent communication and writing skills, patience, professionalism.
• Ability to analyze information and solve problems.
• Availability to travel 3-5 trips/year for varied amount of time including one annual trip of 7 nights.

BENEFITS

• Choice of health plans include medical, Dental, and vision coverage
• Company-paid short-term and long-term disability and life insurance
• Health and dependent care flexible spending accounts
• Pre-tax travel expenses through TransitChek program
• 401(k) plan
• Generous paid time off (PTO)
• Ten paid holidays each year

COMPENSATION

The hiring range for this position is $75,000 - $90,000 per year. The annual salary that will ultimately be offered to the successful candidate will depend on job-related knowledge, education, skills, and experience.

CONTACT INFORMATION

To be considered for this opportunity, please submit your resume.

Be sure and visit our web site to learn more about how we strive to enhance and save patient lives every day www.crf.org

CRF is an equal opportunity employer.