Administrative Program Coordinator
Austin, TXJobSeen 5 days agoSeen in employer's feed 5 days ago
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Job overview
The Administrative Program Coordinator supports continuing medical education (CME) programs and events, providing logistical, administrative, project, and compliance support. The role coordinates event operations, manages records and financial paperwork, supports leadership and Faculty Affairs, and helps ensure CME activities meet accreditation and institutional requirements. It also contributes to research and data management, staff training, and office operations.
Skills & qualifications
Skills
Full job description
CME Program and Events Coordination Coordinate all event logistics, including venue setup, A/V support, catering, parking, security, and guest speaker travel/housing. Collect and organize all speaker educational materials and promotional content in partnership with Marketing and Communications. Ensure full compliance with CME accreditation standards, institutional policies, and required documentation protocols. Manage event expenses, budget tracking, and processing of related financial paperwork. Provide on-site operational oversight for CME activities and coordinate planning committee meetings. Administer participant evaluations, manage attendance tracking, and maintain accurate CME records. Distribute and collect disclosure forms for faculty and planning committee members. Retain all required CME documentation (e.g., applications, agreements, evaluations, sign-ins, promotional materials) in accordance with OCME guidelines.Administrative SupportProvides high-level administrative support to the leadership team.Manages schedules, appointments, and bookings for executives.Prepares and processes expense reports and invoices.Provides back up to our Faculty Affairs officeProject ManagementAssists in planning, organizing, and managing projects.Monitors project progress and ensures timely completion.Coordinates cross-departmental collaboration for project success.Compliance and ReportingEnsures compliance with company policies and legal regulations.Prepares and submits regular reports on program activities and outcomes.Maintains accurate records and documentation.Manages CME credits and CoC data in compliance with accreditation standards.Other Job Duties may apply as assignedMarginal or Periodic Functions:Research and Data ManagementConduct research and manage data.Provide insights based on analysis.Training and DevelopmentAssist in onboarding and training new staff.Develop training materials.Office ManagementManage office supplies and equipment.Ensure proper maintenance.Adheres to internal controls and reporting structure.Performs related duties as required.KNOWLEDGE/SKILLS/ABILITIESNavigate complex structures and manage multiple tasks.Excellent verbal and written communication.Plan, execute, and monitor projects effectively.Ensure precision in documentation and reporting.Identify and resolve issues effectively.
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