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Position Overview:

This position is responsible for coordinating all aspects of multiple medical education programs that require full-service planning from inception to completion. The Program Coordinator works with the client, speaker, and vendors to ensure that programs being planned are executed accurately, timely and compliantly.  

A Program Coordinator is responsible for program execution inclusive but not limited to: sales force communication, speaker communications and scheduling, speaker travel arrangements as needed (air, hotel and ground) venue sourcing and negotiating/contracting, audio visual negotiating/contracting, invitation development, attendee recruitment/confirmation, learning material distribution, speaker expense administration, and post program material collection. To be successful in this role, It is preferred that coordinators have previous meeting coordination experience, preferably in the pharmaceutical industry.

Responsibilities include, but are not limited to:

Program Planning:

• Source, negotiate and contract with approved and compliant venues and caterers.
• Provide food & beverage selections while ensuring programs stay within client’s meal guidelines.
• Provide room set-up and AV requirements, final headcount, and payment(s) to venue.
• Daily communication and management of all parties involved in meeting execution
• Servicing Health Care Providers (HCPs) with logistical updates, event coordination, travel arrangements & post-event expense reimbursement
• Moderate virtual programs
• Adhere to state guidelines & regulations in PhRMA
• Adhere to specific client budgetary guidelines
• Aid in attendee recruitment efforts
• Ensure overall logistical coordination throughout lifecycle of meeting
• Assist with post meeting event reconciliation
• Ensure accuracy in work from initiation to completion
• Onsite support to client(s), speaker and patient(s), ensuring program is executed successfully
• Perform other job-related duties and tasks as assigned.

Qualifications & Software/Technology:

• Previous meeting planning experience, preferably in the pharmaceutical industry
• Must possess professional demeanor while working remotely and exhibit superior customer service
• Ability to consistently prioritize and multi-task while working under tight deadlines while functioning independently and as part of a team
• Ability to compare, contrast and quality check work with exceptional attention to detail and organizational skills
• Strong negotiating and budget management skills
• Able to maintain composure under high pressure situations
• Excellent communication (verbal and written) and interpersonal skills
• Proficiency in MS-Office, Word, Excel, Outlook, PowerPoint, and Teams
• Knowledge of PhRMA guidelines, The Sunshine Act and state & federal regulated compliancy guidelines

Education Requirements

•  Associate’s degree or equivalent education and/or work experience

Travel Requirements

• Possibility of travel 1-3 times a year (including weekends).