Role Summary
The Medical Education Assistant serves as the operational backbone for our medical conference portfolio. Under the leadership of the Director of Education Programs, this role manages the lifecycle of owned conferences accreditation and faculty engagement—from initial invitation to onsite presentation. The ideal candidate is a detail-oriented professional who can navigate the complexities of CME/CE accreditation (ACCME, ACPE, etc.) and seamlessly manage projects at different stages of execution while providing high-touch concierge service to world-renowned oncology experts. This role will own and manage the lifecycle of 9-10 conferences per year and travel as support for additional 4-5 conferences.
Key Responsibilities
Faculty Management for Owned Conferences
- Lead all formal communications with invited faculty, including invitations, disclosure collection, and presentation requests.
- Coordinate complex travel logistics, including flight forms, hotel blocks, and honoraria processing.
- Ensure all speaker materials (bios, photos, and slide decks) are collected, organized, and formatted for the event.
Accreditation & Compliance
- Maintain meticulous documentation files to support ACCME, ACPE, and Joint Accreditation standards.
- Audit faculty disclosure forms to identify and flag potential Conflicts of Interest (COI) for Director review.
- Manage the pre & post-conference workflow: upload educational content, session recordings, pre & post quizzes, and evaluations to the Learning Management System (LMS). Schedule follow up surveys.
Planning & Project Coordination for Owned Conferences
- Attend all bi-weekly conference planning meetings alongside your supervisor.
- Serve as the primary scribe for planning sessions, distributing concise meeting minutes and an updated "Action Items" tracker within 24 hours.
- Monitor project timelines to ensure all departmental milestones are met.
Onsite Conference Support
- Travel 1–2 times per month to provide onsite conference support.
- Act as the primary point of contact for faculty & attendee check-ins, slide deck management, and meeting room logistics.
- Troubleshoot administrative and logistical issues in real-time to ensure a seamless attendee & faculty experience.
Candidate Requirements
- Experience: 1+ years in a professional administrative, event coordination, or healthcare support role.
- Communication: Exceptional written and verbal skills; ability to interact with high-level medical professionals with poise.
- Organization: Proven ability to manage high volumes of documentation with zero-error tolerance.
- Technical: Proficiency in Microsoft Office (Word, Excel, PowerPoint) and experience with (or ability to quickly learn) LMS platforms and project management software.
- Availability: Willingness to travel 1–2 times per month, including weekends.
First 90-Day Success Roadmap
- 30 Days: Complete training on accreditation standards and begin taking minutes for all planning meetings.
- 60 Days: Successfully manage the invitation and travel cycle for a medium-sized conference.
- 90 Days: Independently manage the pre & post-conference tasks.
