Program Coordinator

Summary:

The Program Coordinator plays a key role in the planning, promotion, and execution of multiple medical education programs throughout the year. Coordinators take ownership of their assigned programs from initial planning and attendee recruitment through on-site execution and post-event reconciliation.

Key Responsibilities:

• Coordinate the planning and execution of multiple live, virtual, and hybrid oncology education programs from initial planning through completion.
• Develop and maintain program timelines, task lists, budgets, and key deliverables to ensure programs remain on schedule and within budget.
• Take an active role in attendee recruitment for assigned programs, developing and executing targeted outreach strategies to drive registration and achieve attendance goals.
• Serve as a primary point of contact for program faculty, vendors, venues, partners, and other stakeholders throughout the planning process.
• Coordinate faculty logistics, including invitations, scheduling, travel, accommodations, meeting materials, and on-site needs.
• Manage event logistics including venue coordination, food and beverage, audiovisual requirements, room setups, signage, shipping, registration, and other operational details.
• Coordinate with internal departments, including Sales, Marketing, Accreditation, and Finance, to ensure program deliverables are completed accurately and on time.
• Track program expenses, invoices, and budget activity while identifying potential discrepancies and opportunities for cost efficiencies.
• Schedule and facilitate planning calls, internal check-ins, and post-program debriefs, ensuring action items are documented and completed.
• Provide hands-on, on-site event management, including registration, faculty and sponsor support, vendor coordination, room management, and troubleshooting.
• Anticipate potential challenges and proactively identify solutions before they impact the program, faculty, partners, or attendees.
• Maintain organized and accurate program records, documentation, and internal tracking systems.
• Support adherence to applicable medical education, accreditation, and industry compliance requirements.
• Identify opportunities to improve internal processes, program execution, and the overall attendee experience.
• Support additional programs, initiatives, and special projects as needed.

Education:

Bachelor’s Degree preferred

Professional Skills and Requirements:

• Bachelor’s degree or equivalent relevant professional experience.
• Minimum of 3 years of experience in meeting planning, conference management, event operations, medical education, hospitality, or a related field; healthcare or medical education experience is preferred.
• Exceptional organizational skills with strong attention to detail and follow-through.
• Demonstrated ability to independently manage multiple programs, deadlines, and competing priorities in a fast-paced environment.
• Strong written and verbal communication skills and the ability to communicate professionally with physicians, partners, vendors, clients, and colleagues.
• Strong problem-solving and critical-thinking skills, with the ability to navigate unexpected changes calmly and effectively.
• Proficiency in Microsoft Office; experience with event management, project management, registration, or CRM platforms is a plus.
• Strong interpersonal and customer-service skills.
• Ability to work effectively both independently and as part of a remote, cross-functional team.
• A strong sense of ownership and accountability, with the ability to independently drive assigned programs toward established attendance, budget, timeline, and execution goals.
• A growth-oriented mindset with a commitment to continuous improvement, collaboration, and shared team success.
• Ability and willingness to travel up to 50% of the time, including frequent weekend travel and occasional early-morning or evening event responsibilities.