Program Coordinator

Primary Job Functions

· Confirm faculty selection from the suggestion of planning committee

· Facilitate planning calls for conferences assigned

· Coordinate all aspects of faculty agreements, training, travel, onsite performance, and expenses

· Coordinate and facilitate onsite activities including faculty with exception of Exhibit/Sponsors

· Preparation and transport of conference materials for onsite conference and transporting back to Horizon CME

· Secure the login for Wi-Fi credentials with venue working with in-house audiovisual team

· Work closely with the Horizon CME audiovisual team, Compass Audiovisual

· When assigned a project with educational partners, the Supervisor will assign a Coordinator to determine/manage their role

a) Responsible for confirming faculty, faculty arrangements, onsite performance and expenses

b) Coordinator will go onsite to assist faculty

· Communicate and adhere to all deadlines

· Support and ensure Horizon CME selected staff travel arrangements, i.e. audiovisual team, senior management (on request) and self

· Manage all aspects of clinician conference registration assigned

· Participate in weekly check-in meeting with supervisor

Duties

· Follow up with suggested faculty and confirm in a timely manner

· Follow up with next faculty choice, if unable to confirm previous faculty suggestion (within 48 hours of receiving a decline from previous faculty invite)

· Send faculty paperwork within 48-hours of confirmation, follow up as needed to ensure the 48-hour deadline

· When sending faculty agreement include slide template for faculty to complete

· Review faculty paperwork to ensure logical completeness

· Receive speaker content and identified individual from Content Team review, give Content Team a deadline

· Once agenda is confirmed and promotional material available, send the promotional material to planning committee and faculty to promote the conference

· Initiate disclosure statement review process with Horizon CME Content/Accreditation Team

· Receive and upload all faculty profile items to designated Horizon CME project management system within the week of receiving

· Confirm faculty travel & accommodations at least two (2) months prior to conference

· Upload faculty W9s received into “The Hub: W9 Forms” project board within a week of receiving the W9

· Confirm logistics are accurate on the project management system (Basecamp)

· One (1) to two (2) months in advance keep planning committee and faculty informed on conference detail via email and/or brief conference call

· Communicate to planning committee and faculty at least every month to two months an update on registration with instruction to promote conference to colleagues

· Prepare and send information to Marketing for the Conference Guide (current agenda, speaker information, etc)

· Send pre-meeting letter to faculty two (2) weeks prior to conference/program

· Ensure faculty have the opportunity to review slides two (2) weeks prior to conference

· Bring faculty into session room at least 10 minutes prior to faculty assigned presentation time

· Ensure faculty receive thank you letter and honorarium day of conference (unless other arrangements are made or virtual conference)

· Process faculty travel reimbursement in a timely manner

· Upload Faculty honorarium sheets in Logistics folder titled “Honorarium”

a) Faculty reimbursement packet to Administrative Assistant include:

Receipts submitted by faculty

Travel reimbursement form submitted by faculty

Honorarium form signed by faculty

All receipts from expenses managed by Horizon CME (airfare, accommodations, ground transportation, etc.)

· When requested, assign to-do items to individual team members for deliverables

· Manage the master attendance list post conference for uploading in Basecamp

· Create folder, including Medical Director/President when receive the final evaluations listing those responding with an interest to be on planning committee

· Schedule external debrief and planning next year’s conference no later than two (2) months after the conference

· Manage “Raffle Winners” spreadsheet incentive program:

a) Open Exhibit Hall Booth (virtual)

b) Populate from Raffle Winner spreadsheet

Order gift card for in-person raffle