Program Coordinator - School of Medicine, Continuing Medical Education

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Description

The Continuing Medical Education (CME) Program Coordinator is a member of the CME team, which is responsible for promoting and upholding the CME Program’s mission. The CME Program Coordinator’s duties support the operations and compliance of the Regularly Scheduled Series (RSS) activities. RSS activities generally include grand rounds, morbidity and mortality boards, tumor boards, and case conferences. This position will support the accreditation process, troubleshoot the learning management system, provide technical support to activity coordinators and other users, monitor, and approve sessions in the RSS Dashboard, maintain and reinforce department policies and procedures, maintain, and reinforce compliance with the Accreditation Council for Continuing Medical Education (ACCME), perform data entry, generate, and send survey links using Survey Monkey, and manage projects. This role involves frequent written and spoken communication with internal and external stakeholders.

 

The Program Coordinator duties are organizing, coordinating, and planning operational facets of a program and its related activities which include, but are not limited to the following: establishing long-term operational objectives, researching factors that may impact the success of the program, and working with individuals or groups to research and document program requirements in order to provide appropriate input into the development of strategic plans.

 

KEY RESPONSIBILITIES:

• Develops work plans to accomplish program goals and objectives and monitors progress toward their achievement.
• Conducts research and gathers information to develop various publications.
• Develops promotional materials which may include content for reports, briefings, newsletters, grants or other written information related to the program.
• Assists in developing and coordinating program-related conferences, conventions, or meetings.
• Monitors expenditures and may participate in the budget planning process and prepare financial reports.
• May assist in identifying funding resources and developing fund-raising strategies and initiatives.
• Prepares operational and statistical reports.
• Conducts training, represents the program at meetings and conferences, and networks with affiliated groups. May supervise assigned project staff, interns and/or volunteers.
• Performs related responsibilities as required.

ESSENTIAL FUNCTIONS

• Provide technical support to coordinators, activity directors and other users: respond to telephone and email inquiries about logging in, claiming credits, resetting passwords, completing disclosures, CME compliance needs, resolving error messages, and other issues related to CME Activities.
• Approve daily Regularly Scheduled Series (RSS) activities by reviewing applications for missing information and alerting session coordinators of requirements to approve sessions.
• Reinforce policies and procedures. Compose and communicate with session coordinators in advance of upcoming sessions.
• Assist in organizing electronic records, creating templates, initiating, and composing routine and follow-up correspondences.
• Perform data entry, including uploading and entry of financial disclosures, mitigation forms, maintaining outcomes database, generating customized Survey Monkey evaluations, management, and creation of event/session ids in LMS and compiling results for activity end of year summaries.
• Oversee and facilitate development of projects, including faculty communication, audience generation, logistics management, registration/participant communication, production of educational materials, supplier performance and CME file management.
• Oversee, direct, and serve as lead host for virtual support office hours offered every other week, excluding holidays.
• Assist with preparation of reaccreditation materials (PARS report, PIP information, etc.).
• Perform audits of accredited CME activities on at least a quarterly basis.
• Manage activity spreadsheet to include contact updates and activity status.
• Navigate rapidly changing regulatory climate involving industry support of CME activities.
• Maintain up to date knowledge regarding continuing changes to ACCME Standards for Integrity and Independence in Accredited Continuing Education. Reinforce the training provided by the RSS Program and Training Manager to ensure Accreditation Requirements and Policies of the ACCME are executed properly. Support activity p