Senior Program Coordinator, Live Learning and Education Events

American College of Chest Physicians • Glenview, IL

17d • $62,000 - $64,000 • Hybrid

About The Position

Primary Purpose: Provide administrative and operational support to the Live Learning and Education Events for their activities. Collaborate with team members on processes that can be modified or streamlined to enhance proficiency. Essential Functions/Responsibilities: Demonstrate a passion for crushing lung disease and embody CHEST values: honor the team, lead with integrity, leverage passion, cultivate innovation, and have serious fun. Database and equipment support for the following: Entering and maintaining course details in Planstone for the CHEST Annual Meeting, Board Review, Live Learning, Abstract/Case Report sessions, and other special events. Maintaining appropriate levels of consumables, disposable, and non-disposable items, by assisting with the implementation of Sortly. 3. Course and educational support Including: Reviewing and converting Board Review PowerPoint slides into PDF format for uploading and distribution through the Learning Management System (LMS). Reviewing and updating program PowerPoint slides to ensure it aligns with CHEST standards, including grammar, spacing, formatting, and proper template usage. Assisting in the preparation and management of course materials for Live Learning courses, including content, evaluation tools, checklists, and presentations; providing finalized materials to the LMS team for timely release; and maintain accurate records of education and training activities to ensure compliance with accreditation standards. Sending communications to learners for pre/post-course work needed in the LMS, and follow-up with those who have outstanding work. Assist with data review and communication for Certificate of Completion (COC) program for ultrasonography. Working with team members to maintain the training center as a clean, safe, and operational facility and optimal learning environment both at CHEST headquarters, as well as off-site training locations. On-site program support as needed for CHEST Annual Meeting, Board Review, and Live Learning. 4. Provide faculty management support with the following: Faculty management processes for CHEST Annual Meeting, Board Review, and Live Learning; including maintaining email templates, tracking faculty details, benefits received, entering new faculty into NetForum as needed, coordinating invitations, and follow-up communications to ensure timely responses and maximize engagement. Overseeing Live Learning faculty credentials and headshots by reviewing faculty in Planstone, updating the credentials document, incorporating information into program materials, ensuring headshots are collected and organized, and submitting web requests as needed. 5. Provide vendor and payment support with the following: Administering payment processes, ensuring timely submission of vendor invoices in Concur, accurate preparation of faculty invoices for benefits received, and collection of W9s when required. Other Functions/Responsibilities: Provide support to members, committees, faculty, and learners, emphasizing a customer-service, learner-centric approach to all interactions, and promoting a responsive, positive environment. Develop and maintain professional working relationships with other departments and staff. Ensure that all work assignments meet deadlines and standards of quality. Assist with updating policies, procedures, and practices for the simulation programs to maintain accreditation through Society for Simulation in Healthcare (SSH). Obtain a working knowledge of all systems and workflows required to execute activities (e.g., AMS, LMS, submission, and review systems). Support special projects or initiatives as assigned by Live Learning and Education Events departments. Requirements

Requirements

• Bachelor’s Degree, preferably in education or healthcare-related field, or equivalent practical experience.
• Computer proficiency in PC and Mac-based software applications including MS Word, Excel, and PowerPoint.
• Moderate lifting to place and pack items, while becoming familiar with the use of specialized medical equipment.
• Ability to often work weekends and evenings to accommodate volunteer and learner schedules.
• Ability to accommodate occasional domestic travel.
• Communication: Excellent communication skills across all modalities - oral and written communication, communication across electronic formats, as well as interpersonal communication and people skills. Ability to effectively communicate with staff, faculty, and learners.
• Self-motivation: Ability to manage time effectively, stay organized, be proactive, maintain accountability, and work with minimal supervision.
• Project management: Ability to coordinate and execute multiple projects simultaneously, assess and prioritize, and consistently meet strict deadlines.
• Agile Capability: Ability to embrace and adapt to change in a dynamic work environment.
• Teamwork: Ability to collaborate with direct coworkers, as well as across departments and divisions. Understanding of how collaborative support across teams helps immersive learning succeed.
• “OneCHEST” mindset: Commitment to supporting ideas, initiatives and projects within the Education Division and across the organization, and other duties as needed/required.
• Continuous Improvement: Commitment to developing existing skills, learning new skills, and ensuring that best practices are always put into use.
• Discretion and Ethics: Conduct oneself in an ethical and professional manner. Maintain data confidentiality and security.

Responsibilities

• Entering and maintaining course details in Planstone for the CHEST Annual Meeting, Board Review, Live Learning, Abstract/Case Report sessions, and other special events.
• Maintaining appropriate levels of consumables, disposable, and non-disposable items, by assisting with the implementation of Sortly.
• Reviewing and converting Board Review PowerPoint slides into PDF format for uploading and distribution through the Learning Management System (LMS).
• Reviewing and updating program PowerPoint slides to ensure it aligns with CHEST standards, including grammar, spacing, formatting, and proper template usage.
• Assisting in the preparation and management of course materials for Live Learning courses, including content, evaluation tools, checklists, and presentations; providing finalized materials to the LMS team for timely release; and maintain accurate records of education and training activities to ensure compliance with accreditation standards.
• Sending communications to learners for pre/post-course work needed in the LMS, and follow-up with those who have outstanding work.
• Assist with data review and communication for Certificate of Completion (COC) program for ultrasonography.
• Working with team members to maintain the training center as a clean, safe, and operational facility and optimal learning environment both at CHEST headquarters, as well as off-site training locations.
• On-site program support as needed for CHEST Annual Meeting, Board Review, and Live Learning.
• Faculty management processes for CHEST Annual Meeting, Board Review, and Live Learning; including maintaining email templates, tracking faculty details, benefits received, entering new faculty into NetForum as needed, coordinating invitations, and follow-up communications to ensure timely responses and maximize engagement.
• Overseeing Live Learning faculty credentials and headshots by reviewing faculty in Planstone, updating the credentials document, incorporating information into program materials, ensuring headshots are collected and organized, and submitting web requests as needed.
• Administering payment processes, ensuring timely submission of vendor invoices in Concur, accurate preparation of faculty invoices for benefits received, and collection of W9s when required.
• Provide support to members, committees, faculty, and learners, emphasizing a customer-service, learner-centric approach to all interactions, and promoting a responsive, positive environment.
• Develop and maintain professional working relationships with other departments and staff.
• Ensure that all work assignments meet deadlines and standards of quality.
• Assist with updating policies, procedures, and practices for the simulation programs to maintain accreditation through Society for Simulation in Healthcare (SSH).
• Obtain a working knowledge of all systems and workflows required to execute activities (e.g., AMS, LMS, submission, and review systems).
• Support special projects or initiatives as assigned by Live Learning and Education Events departments.

Benefits

• Medical, dental, and vision insurance; flexible spending account; long- term and short-term disability insurance; life/AD&D insurance
• 37.5-hour work week with flexible start times; Paid Time Off; Paid parental leave; Hybrid work environment; Paid holidays
• 401(k) with matching contribution from CHEST; Health club and fitness reimbursement; Employee counseling program; Reimbursement for professional memberships; Tuition Reimbursement
• Lunch & Learns; Annual Health Fair; Professional development courses; Volunteering opportunities; Annual Holiday Party; In-office “Busy Breaks”

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 101-250 employees