Job Description:

Events Coordinator

Job ID

2020-87658

Department

Professional Development

Site

Johnson Rehabilitation

Job Location

US-NJ-Edison

Position Type

Full Time with Benefits

Standard Hours Per Week

40

Shift

Day

Shift Hours

varies

Weekend Work

Weekends as Needed

On Call Work

No On-Call Required

Holiday Work

As Needed

Overview

How have you impacted someone's life today? At Hackensack Meridian Health our teams are focused on changing the lives of our patients by providing the highest level of care each and every day. From our hospitals, rehab centers and occupational health teams to our long-term care centers and at-home care capabilities, our complete spectrum of services will allow you to apply your skills in multiple settings while building your career, all within New Jersey's premier healthcare system.

This position provides a variety of customer service, educational, and support functions relevant to the implementation of educational programming for physicians, rehabilitation, and other health science professionals. Responsibilities include the planning, coordination, marketing, and implementation of CME/CEU activities and other department programs/projects/ functions. An integral component involves maintenance of CME/CEU accreditations, as well as the monitoring of accreditation compliance and training of personnel within other departments and co-sponsoring organizations.

Critical skills include virtual meeting management within Zoom and other virtual platforms; learning fluency in mastering a variety of computer applications; efficiency in concurrently handling multiple projects and tasks; and strong collaborative skills in working with team members and other department customers.

Responsibilities

A day in the life of a Events Coordinator at Hackensack Meridian Health can be described as follows:

Prepares applications for continuing education credit, complying with accreditation guidelines and submission dates in all facets of educational activity planning, closeout, and follow-up with 100% accuracy.
- Maintains electronic/hard copies of continuing education activity files and stores all CME e-mail communication and where appropriate, other relevant e-mail and maintains binders for CME activities and communicates/provides training to liaisons and joint sponsors, when requested/assigned.
- Consistently and proactively seeks advisement, review approval/approval of Adm. Director, prior to communicating with or finalizing any documentation/actions involving CME/CEU accrediting bodies/accreditations.
- Assists in preparation of organizational/departmental accreditation surveys.
- Courteously and promptly follows up on all customer inquiries/requests related to registration, pre/post conference/educational activity needs.
- Exhibits professional demeanor and is accessible and supportive to attendees/speakers in managing registration area.
- Systematically and efficiently expedites speaker requests relevant to travel/hotel AV, handouts, reimbursements, etc.
- In consultation with Adm. Director, formats preliminary templates of CE announcement/brochure, proofreads and re-proofs subsequent drafts with astute attention to details, including accreditation compliance and submits for printing after final review/approval of Adm. Director.
- Researches appropriate audiences (past attendance lists/professional organization websites, etc.) and develops preliminary marketing lists which include approximate counts and costs, and after consultation/approval from Adm. Director, orders labels and organizes the electronic/hard copy mailing processes.
- Submits advertisements in appropriate publications/websites after review/approval of Adm. Director, and initiates ongoing actions to enhance marketing effectivieness to internal and outside customers.
- Prepares/ faculty/planning committee/invitation/materials/ thank you letters, and other hard copy and electronic communication, customizing department templates to specific events and obtains approval from Adm. Director.
- Demonstrates proactive/repeated actions to obtain all required material from faculty/planning committee and effectively facilitates the distribution and reproduction of conference/educational materials/handouts.
- Efficiently coordinates the conference registration process and monitors and carries out all related clerical/procedural functions, maintaining accurate, ongoing, and organized records of activity expenses, attendance, etc., demonstrating effective multi-tasking and prioritization of functions.
- Follows established dept. protocols for all meeting planning events coordinator functions.
- Reserves and sets up AV equipment and/or books AV consultant for events, as appropriate, and competently operates basic AV equipment, and monitors maintenance and rental of department equipment.
- Types letters, memos, brochure copy, and related documents with 95% accuracy.
- Demonstrates proficiency in all software applications relevant to primary job functions,i.e. Microsoft Office, MSL, ProProfs, Survey Monkey, on-line grants, and enduring materials.
- Composes electronic/written correspondence, compliance documentation, research-related and other written material with high level of clarify and accuracy.
- Verbal communication demonstrates high level of clarity and is followed up with appropriate electronic/written confirmation, where applicable to Adm. Director and other appropriate parties.
- Builds/maintains appropriate contacts/communication with JFK clinical, IT, business, support and administrative staff/depts. and outside vendors.
- Assists Adm. Director in planning continuing education (rehab/CME) schedule by researching appropriate dates from logistical/marketing perspectives.
- Reserves meeting rooms and completes/files appropriate written/electronic documentation/paperwork and creates/updates PD/CME calendar for CME/CE events.
- Contributes topic/speaker suggestions based on review of past evaluations/needs assessments/attendee feedback, and other appropriate sources.
- Provides office procedures and related assistance, as required in support of Day to day operations.
- Manages primary department telephone lines, including course registration/information and Adm. Director's primary phone line.
- Orders office, educational, and orders office, educational, and other supplies and materials.
- Coordinates file storage process and performs other procedural and support functions, required within day to day departmental operations.
- Tracks when new students are starting and forwards materials.
- Obtains and ensures that all student pre-clinical health information and other documentation is received in accordance with established deadlines.
- Schedules GO; ID badge appt., FIT test; and obtains computer access within established deadlines.
- Responds to student observer telephone and electronic inquiries within established timeline and sends out appropriate emails/documents. \
- Maintains information regarding confirmations and accurately prepares roster for upcoming orientation sessions.
- Provides necessary documents to Clinical Director prior to orientation session - e.g. roster, any documents submitted by observers, HIPAA quizzes, & HIPAA statement forms.

Qualifications

- Bachelor's Degree is required.

Meridian Health is committed to the principles of equal employment opportunity and affirmative action and will not discriminate in the recruitment or employment practices on the basis of race, color, creed, national origin, ancestry, marital status, gender, age, religion, sexual orientation, gender identity/expression, disability, veteran status and any other category protected by federal or state law.

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