Project Coordinator, Medical Education and Training

Cardiovascular Research Foundation • New York, NY

7d • $55,000 - $62,000 • Hybrid

About The Position

The Project Coordinator, Medical Education and Training, provides administrative and logistical support for CRF’s satellite symposia, hands on training programs, and other educational initiatives. Working closely with the Project Manager, this role assists in the coordination and implementation of program activities across all CRF meetings. The Project Coordinator is responsible for maintaining schedules, tracking deliverables, collecting materials, and ensuring effective communication among internal teams, faculty, vendors, and industry partners.

This position will also be cross trained on CRF’s grant submission and tracking process to provide integrated support for related educational activities and ensure continuity across projects.

Requirements

• Bachelor’s degree in communications, marketing, business administration, or a related field (or equivalent work experience).
• 1–2 years of experience in event coordination, project administration, or educational program support; experience in healthcare or life sciences preferred.
• Highly organized with strong attention to detail and ability to manage multiple tasks simultaneously.
• Strong written and verbal communication skills.
• Demonstrated ability to work collaboratively in a cross functional team environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); familiarity with project management or CRM systems preferred.
• Proven ability to manage workload efficiently and meet deadlines in a fast paced environment.
• Willingness to travel for on site program support and event execution as required.

Nice To Haves

• Exposure to or experience with grant processes, submissions, or educational funding mechanisms a plus.

Responsibilities

• Support the planning and execution of satellite programs and hands‑on training sessions across all CRF meetings.
• Assist the Project Manager in developing and maintaining project timelines, schedules, and task tracking tools.
• Coordinate internal workflows to ensure program deliverables, milestones, and logistical details are completed on schedule.
• Gather and manage program information and materials, including slides, branding assets, and detailed agendas.
• Track deliverables and deadlines, providing timely updates on progress and potential issues.
• Assist with meeting logistics, including room assignments, AV requirements, production schedules, and vendor coordination.
• Help prepare program materials, signage, and documentation for distribution.
• Provide on‑site support during CRF meetings and training programs, including assisting with setup, registration, and troubleshooting needs in real time.
• Work collaboratively with internal partners—such as logistics, CME, program, AV, and marketing—to ensure accurate program execution.
• Serve as a liaison between CRF staff, faculty, and industry partners to communicate program requirements, schedules, and deliverables.
• Collect and distribute relevant updates, materials, and confirmations to stakeholders.
• Support the Project Manager in tracking communications and maintaining accurate records of partner and faculty correspondence.
• Maintain organized and up‑to‑date documentation for all assigned projects, including work plans, contact lists, and agreements.
• Assist in the preparation of status reports, timelines, and internal summaries.
• Support program data entry, file management, and other administrative functions within departmental systems (CRM, shared drives, project management tools).
• Support the preparation of post‑event summaries and documentation for program review and reporting purposes.
• Coordinate with related functions—including Grants, Affiliates, Exhibits, and Sponsorships—to ensure consistency and cross‑departmental awareness of educational programs.
• Provide assistance with the grants submission and tracking process, including monitoring timelines, documentation, and data entry under guidance from senior team members.
• Participate in cross‑training initiatives to understand the broader spectrum of CRF’s educational, sponsored, and grant‑funded activities.
• Contribute to process improvements and documentation updates that support departmental efficiency and best practices.

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)
• Fourteen paid holidays each year

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level