Program Coordinator, Digestive Health Institute, Full-Time, Days

Northwestern Memorial Healthcare•Chicago, IL

1d•$29 - $36•Onsite

About The Position

The Program Coordinator reflects the mission, vision, and values of NM, adheres to the organization’s Code of Ethics and Corporate Compliance Program, and complies with all relevant policies, procedures, guidelines and all other regulatory and accreditation standards. The Program Coordinator for the Digestive Health Institute is responsible for the planning, coordination, and execution of educational programs and events for physicians, APPs, nurses, technicians, and other healthcare professionals. This role manages multiple projects/events simultaneously and serves as a key point of contact for internal and external stakeholders to ensure successful program delivery, compliance with CME requirements, and effective promotion of educational offerings.

Requirements

Bachelor’s degree OR 4 years of directly relevant experience (i.e. project management, healthcare, or professional office environment) in lieu of degree.
Minimum five years of experience in a business office environment.
Strong knowledge of Microsoft Office package.
Ability to organize and think independently with orientation to deadline and detail.
Strong interpersonal skills.

Nice To Haves

Master’s degree and five years of business/medical office experience.
Healthcare experience.
Project Management Professional (PMP) or equivalent
Experience managing CME and non-CME events for providers at large health care institution

Responsibilities

Participates in preparing program’s budget, creates and monitors budget statements, assists in designing reports.
Monitors budget and general ledger detail for accuracy; identifies variances and reports them to the department leadership; has a complete understanding of the department and company financial policies; creates purchase orders; and processes invoices for payment against purchase order or general expense reimbursement.
Research and develop internal and external communications including presentations, speaking points, correspondence and other written materials.
Participates in meetings, performs interpretation if necessary.
Represents the department, program or project with various level of personnel both internally and externally.
Responds to unanticipated complex issues and manages critical and confidential information.
Receives, screens, distributes or files all incoming correspondence and other mail.
Maintains a sufficient inventory of all office supplies and printed forms.
Provides calendar management support for the department leadership; facilitates and schedules meetings; books meeting rooms; arranges for catering; confirms attendance; and supports in preparation and distribution of materials as necessary.
Coordinates large scale complex events, involving multiple parties, including foreign guests.
Maintains program vacation and sick day calendar to maintain accurate scheduling of physicians on call.
Assists the department leadership in maintaining department personnel files and mandatory certification/licensure lists and tracks staff continuing education requests.
Participates in creating department’s targets, preparing job descriptions, screening resumes.
Assists in creating professional education development plans.
Follows up with department staff, to make sure deadlines are kept.
Utilizes advanced Microsoft Office applications to design and lay-out presentations and reports.
Administers and tracks expenses and allocates them to appropriate account.
Maintains procedure manuals; ensures appropriate communication to staff of changes in procedures.
Communicates (verbal and written) with a wide range of departments, employees, vendors, and physicians; and serves as a liaison on behalf of the department leadership to foster strong working relationships.
Processes request for new employee office space, passwords, office supplies, phone and voicemail, mail delivery and other resources as needed.
Overseas creation, design and maintenance of website and blog content ensuring ease and practicality of use for targeted audience.
Helps in collecting feedback from clients and physicians and implementing it.
Creates, writes, edits and posts articles, news, and program summaries to website.
Ensures all contents and contact information are up to date.
Participation in creating Marketing strategies.
Prepares and drafts ads as well as assists in collecting materials on media and publications.
Manages telephone operations; answers, screens, and directs telephone calls.
Coordinate planning and execution of multiple educational events and programs simultaneously, ensuring deadlines, logistics, and deliverables are met.
Support the fundraising process by managing grant applications and sponsorship opportunities, including submission, tracking, reconciliation, and related documentation.
Communicate effectively with key stakeholders, including Activity Directors, local and guest faculty, registrants, CME office staff, and industry grantors/sponsors.
Partner with Marketing to promote educational programs through social media, email campaigns, e-promos, and other marketing channels.
Ensure all programs adhere to CME guidelines, institutional policies, and applicable compliance standards.
Assist with event logistics such as scheduling, registration, meeting materials, vendor coordination, technology support, and post-event follow-up.
Maintain accurate records related to program planning, attendee communications, budget tracking, sponsorships, and reconciliation.
Support evaluation collection and reporting for educational activities and program outcomes.
Provide administrative and operational support to ensure smooth and high-quality delivery of educational offerings.
May support additional projects as requested.
Other duties as assigned.