Bulfinch Temps is looking for a Educational Course Coordinator to work in the Division of General Internal Medicine at MGH! This position starts ASAP until August for 40 hours per week Mon-Fri. Please note that this position is temporary and is not eligible for benefits.
GENERAL SUMMARY/ OVERVIEW STATEMENT: Summarize the nature and level of work performed.
Manage all aspects of Continuing Medical Education Conferences for the Course Director. Oversee the planning and execution of two five-day CME conferences held outside the hospital in the Boston area. Primary Care Internal Medicine: Principles and Practice course is in coordination with the Massachusetts General Hospital, Beth Israel Deaconess Medical Center, Mount Auburn Hospital and Cambridge Health Alliance. The second CME course is Updates in General Internal Medicine for Subspecialists CME course coordinated with the Massachusetts General Hospital and Brigham and Women's Hospitals. The CME Educational Coordinator will work closely with clinical and administrative staff from several hospitals in Boston, visiting faculty, and the Harvard Medical School (HMS) office of Continuing Medical Education.
The CME Educational Coordinator must have strong interpersonal and social skills, flexibility in work hours, good attendance, an ability to work independently, competency with PowerPoint and Excel, attention to detail, an ability to work under time deadlines, and good typing and document preparation skills. The CME Educational Coordinator supports all the educational activities of the Course Director including the preparation of teaching materials, scheduling meetings, and travel. The Educational Coordinator supports all the administrative activities of the Director.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
Responsibilities include but are not limited to the following activities:
Plan and perform all site inspections of various locations for perspective meetings including work with onsite resources.
Assists Course Directors in course design and marketing, including evaluation of content, speakers, and promotional material.
Prepared marketing information, speaker comments, course evaluation scores and budget for Course Director and Associate Director pre-planning meeting. Distribute meeting material to parties involved for follow-up meetings.
Manage the course deadline timeline that extends for 9 months before each course.
Work with marketing team to develop brochure. Finalize brochure. Proceed to send email to all faculty regarding upcoming deadlines to HMS.
Secure speakers, collect Conflict of Attention and Disclosure forms, PowerPoint presentations, biographic information, W-9 forms, Maintenance of Certification (MOC) from each faculty member. Review and reformat PowerPoint materials if needed
Assemble and prepare syllabus material for the printer.
Coordinates with printer all material due for both courses. This includes coordinating lecture material from speaker faculty to produce written syllabus, flash drive, course website, take home evaluation forms, course note cards, workshop breakout session location sheet, course posters and ordering canvas bags.
Interacts with Harvard Medical School, Department of Continuing Education on matters of registration procedures, accreditation applications, financial disclosure and content attestation forms. Prepare with the Course Director and submit Harvard's Activity Proposal which includes course fees, course objectives, learning objectives, target audience and course location. Prepare Harvard's Net Income Distribution form which includes budget and projected budget for future courses.
Interact in conjunction with Harvard Medical School for course planning. CVent is an Harvard Medical School data program that lists all aspects of course registration to view while working on course material. Harvard Medical School takes care of all aspects of registration. This enables you to determine how many are enrolled for general sessions, workshops and syllabus material count.
Maintenance of Certification ("MOC") is due from speakers and is coordinated with HMS. Document is prepared with all of speakers "Key Points" and "Next Best Steps" after submission of PowerPoint material. Submission of MOC is due one month before Primary Care Internal Medicine course starts to Harvard Medical School.
Disclosure and Conflict of Attestation form is collected from each speaker and due prior to course two months prior to course start date.
The Educational Course Coordinator is responsible for onsite management for all aspects of the two five-day courses as they are held. This will require work hour flexibility for these weeks.
Manage on-site logistics of five-day meetings. Works with each hotels event planner for onsite event. This includes but is not limited to planning the location of the workshop breakout rooms, schedule of events for planning, and selecting the menus for breakfast, lunch and breakout refreshments. Work on parking arrangements for speakers
Coordinate the audio-visual team set up for the general session and set up for 45 workshops. Load PowerPoint lectures onto course laptop for general session including 45 works. This can be coordinated with audio visual team. Planning and staffing the centralized course main desk to manage course participant's questions, handle messages and concerns as required.
Negotiate all contracts relative to space, time, and required conference services with hotels, restaurants and Harvard staff for each of the two courses (including ground transportation, audio visual, etc) for all of the 110 Harvard Medical School faculty presenters.
Coordinate Medical Book vendors at conference.
At the conclusion of each course the following will need to be completed: (1) reimbursement for each speaker's travel to and from course, (2) implementation of honoraria payments with thank you emails to all CME faculty, (3) data collection and record keeping of CME evaluation scores for all seminars and meetings, (4) coordination of participant evaluation comments to send to individual speakers.
Develop each course budget and submit final revenue/expense reports to Course Director utilizing Harvard Medical School CVent data system.
The Educational Coordinator is responsible for managing the fiscal cost of each course and routinely needs to assess cost for each event. The Educational coordinator will research and suggest venues to keep the cost within the budget allotment for each course.
Coordinate travel arrangements for the Course Director for various committee and CME meetings.
Reimbursement from travel arrangements and associated expenditures.
Coordinate and manage the Course Director's calendar, scheduling and travel arrangements for lectures, meetings and other national/international travel ensuring all documents and arrangements are processed in a timely manner.
Three years of meeting/event management background or equivalent
Highly motivated, independent, creative, and results oriented
Experience with contract review and negotiation
Ability to manage multiple meeting budgets, responsibilities, and deadlines
Medical terminology and medical background preferred.
Bachelor's degree preferred
SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:
Excellent written and verbal communication skills is required
Must be comfortable in a public setting greeting people, with a smile and able to handle stress calmly. Must possess strong interpersonal skills and be attentive to the needs of participants and take initiative when problems or questions arise.
Must be able to work independently as well as with a team.
Analytical and organizational skills to be able to set priorities and organize effectively and cost-effectively and efficiently
Negotiating abilities with faculty, vendors and exhibitors
Ability to take charge professionally of a situation and to handle crisis situations effectively; for example, printing problems, audio-visual problems, personnel problems, customer relations, etc
The CME Coordinator will work with a minimum of supervision during the meeting planning process. Coordinator will be expected to work on-site some evenings and weekends during conferences.
No direct reports but will supervise on-site meeting staff during conferences.
Ability to oversee multiple meeting budgets, contracts, and requests for reimbursement.