Medical Education Program Coordinator

About the Role

Carden Jennings Publishing Co., Ltd. is looking for a meticulous and proactive Medical Education Program Coordinator to support its Medical Education team. This fully remote opportunity plays a key role in managing projects and coordinating events for medical education meetings and the Grand Rounds in Urology (GRU) programs.

Role Overview

Reporting to the VP of Medical Education Meetings and Marketing and collaborating closely with the Chief Commercial Officer, you will ensure smooth execution of educational conferences and programs. The role combines project management, faculty relationship handling, and on-site event coordination. This position demands professionalism and clear communication with senior physicians and thought leaders.

Key Duties

• Manage and resolve scheduling for multiple faculty with busy calendars efficiently.
• Act as a dependable professional contact for faculty members, communicating suitably with senior physicians and key opinion leaders.
• Represent the organization positively in meetings with program directors and stakeholders.
• Keep faculty tracking systems and online bios accurate and up to date.
• Prepare and send faculty agreements electronically and maintain organized records.
• Ensure timely collection of faculty slides and disclosure forms, coordinating with CME providers for review.
• Handle honoraria payments and expense reimbursements for faculty.
• Support project management for related sponsored programs on the Grand Rounds in Urology website and community.
• Maintain agendas and speaker tracking documents, updating them as required.
• Administer attendee registrations and communication.
• Work with internal production and creative teams to circulate conference details.
• Coordinate hotel room blocks for faculty and reconcile these with registration lists.
• Lead on-site event logistics, including slide processing and participant registration.
• Generate meeting reports and analyze learner feedback through surveys and Audience Response Systems (ARS).
• Enhance attendee involvement through interactive elements like peer interaction and ARS.
• Serve as primary customer service liaison for events and the online community.
• Coordinate with CME accreditation providers to meet deadlines.
• Respond to learner inquiries regarding CME credit and conferences.
• Provide support for ancillary offerings such as webinars, online educational content, speaker bureaus, and advisory boards.

Qualifications and Skills

• Exceptional organizational skills to manage several programs and deadlines concurrently.
• High attention to detail with strong communication abilities for working with faculty and attendees.
• Strong written communication skills suited to professional correspondence with senior physicians.
• Ability to multitask and handle multiple stakeholders while resolving conflicts calmly and efficiently.
• Excellent customer service aptitude to address inquiries and complaints positively.
• Proficient in Google Suite (Docs, Sheets, Slides) and Microsoft Office (Excel, Word, PowerPoint); familiarity with Adobe Acrobat or Canva is a plus.
• Comfortable utilizing AI tools such as ChatGPT and Claude.
• Willingness to travel for about 10 in-person conferences annually and work onsite; ability to lift 30+ pounds is advantageous.

Preferred Background

• Experience or education in writing, such as English coursework or degree.
• Scientific background like biology or life sciences degree, or prior involvement supporting academic faculty.
• Hospitality education or 3-5 years of experience in event/hospitality management with hotels, clubs, or professional event organizations.
• Familiarity with registration software like Eventbrite, Cvent, or Whova is beneficial but not mandatory.

Compensation and Additional Details

• Annual salary range between $50,000 and $55,000, depending on experience.
• Remote position preferably located on the U.S. East Coast (Eastern Time Zone).
• Frequent travel commitments: approximately 10 multi-day trips yearly for live meetings, plus occasional visits to company headquarters in Charlottesville, VA.