Project Coordinator 5 yr Exp

SUMMARY STATEMENT

The Center for Continuing Professional Development (Center for CPD/CCPD) is responsible for the administration, accreditation, conference services, and production of the David Geffen School of Medicine at continuing medical education (CME) activities. This position is designed to participate as a member of our conference services team in the provision of supporting the planning, execution, and reconciliation of primarily live educational events and related CCPD activities up to 50 annual educational courses. The Associate Educational Events Manager is expected to have a breadth and depth of knowledge in multiple functional areas, including complex-project coordination and management, educational event planning, production, implementation, exhibits, guest speaker support, marketing campaign deployment, and documentation management.

Uses skills as an experienced professional to provide comprehensive project management to ensure timely delivery of 200+ micro-tasks and multiple accountabilities and stakeholders in association with up to 50 annual educational events/courses which are delivered as in-person, hybrid, virtual live streamed, web-based, and on-demand.

Experienced professional who knows how to apply project management theory and put it into practice with an in-depth understanding of the educational event production field and micro-task monitoring and management and the ability to proactively contribute to the risk mitigation plans; the incumbent operates with limited direction on the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems/issues of diverse scope and determines solutions.

TYPE OF SUPERVISION RECEIVED

The incumbent is self-motivated, and self-directed and works under the general direction of the Business Services Manager and Innovations and Outcomes Manager in association with other members of the CCPD Conference Services and Continuing Education Teams

Project Coordination: Planning, Implementation & Reconciliation

Under the guidance of the Business Services Manager, you will be responsible for aspects of educational event planning, execution, and follow-up including supporting educational event budgeting and associated financial transactions.

Train and supervise the on-site registration pre-course and on-site operations in collaboration with the program representatives, and CCPD supervisors, including directing on-site registration staff assistants.

Collaborate CCPD Conference Services Team on aspects of large complex events and maintain accurate and complete current/archival educational events/projects for up to 50 complex educational events simultaneously.

Collaborate with the CCPD course leads, and supervisory team to participate in the exhibitor solicitation, coordination, implementation, and reconciliation. Facilitate and participate in the preparation and distribution of exhibitor material.

Apply applicable policies and laws related to maintaining marketing mail lists and privacy. Participate in educational event marketing strategy implementation, and produce marketing impact reports as directed by CCPD supervisors or CME leadership. Deploy educational event marketing campaigns. Produce marketing strategy impact reports.

Distribute, track, and reconcile planner, speaking faculty, and other stakeholder communication and documentation in accordance with UC policy, accreditation expectations, and unit standards. Proactively follow up to ensure the material is obtained and documented in accordance with department policies, accreditation standards, and established timelines.

Develop and maintain cooperative working relationships and consult with internal across the campus, including faculty, deans, as well as other internal constituents such as those in facilities, catering, A/V, events, and security. Communicate with external stakeholders as needed.

Serve as program lead backup as needed to implement conferences.

Create and update course syllabi pages via the website or approved platform as needed.

Project Management & Improvement

With the CCPD course leads and stakeholders, track 200+ micro-tasks with accountability for internal and external stakeholders and competing deadlines throughout the lifecycle of approximately 50 complex educational events annually.

Apply project management practices to support measuring and analyzing risks to educational events. Under the direction of the Innovations and Outcomes Manager (IOM) devise tools to measure, analyze, and present data related to projects.

Consistently track project/ educational event progress, and analyze projects for risks. Prepare reports on project status for management. Communicate the risks to the BSM and the IOM. Participate in the course mitigation planning and implementation.

CCPD & Professional Expectations

Participate in planning sessions, strategic retreats, team huddles, unit strategy meetings, and other ad hoc meetings as directed.

Troubleshoot and triage challenges and determine when to escalate issues.

Lead and contribute to other projects as assigned by the BSM and IOM.

Engage and foster a collegial environment within the Center for CPD, the Dean s Office, and the University broadly.

Participate in the accreditation/reaccreditation process, documentation management, and report preparation.

Consistently apply operational processes, workflows, and tools to foster efficiencies, optimize productivity and maintain accreditation and/or legal expectations

Minimum:

At least three (3) years of experience with managing complex high-visibility projects and events. Strong understanding of concepts, principles, and practices of project management. Demonstrated organizational and project management skills to work successfully with clients to produce high-quality events that meet client needs and appropriately represent the campus. Experience producing basic reports using learning management systems, productivity tools, MS Excel, Monday.com, or other project management tools.

Proven record of successfully supporting at least three (3) project/educational event/conference managers, with successfully implementing multiple courses (approximately 50 annually) at varying stages. Ability to plan, organize, and prioritize assignments while performing against deadlines, frequent interruptions, and competing priorities.

Demonstrated ability to be punctual and maintain strong and acceptable attendance. Ability to adhere consistently to scheduled work hours, including evenings and weekends. Ability to work overtime and travel as needed for on-site support for conferences and to meet other business needs. Must be accustomed to, or willing to maintain a flexible, irregular work schedule, including nights, weekends, hotel stays, and out-of-town travel.

Highly able to work in a transparent hybrid work model, maintain productivity, produce high-quality outcomes, and maintain a professional environment.

Excellent verbal and written communication skills to relay complex information with accuracy and diplomacy to diverse populations with competing priorities. Excellent writing skills to compose and edit logical, detailed, comprehensive, and grammatically correct correspondence and e-mails using correct spelling, and punctuation.

Ability to work independently on projects and various tasks including excellent follow-through with minimal direction/supervision. Ability to prioritize assignments to complete work in a timely and efficient manner.

Interpret, explain, and implement policies and procedures consistently from various agencies. Ability to follow proper channels of policies and procedures, communication, and work standards. Experience with tracking compliance as well as attention to detail for ensuring completeness in accordance with policy. Able to consistently and accurately follow standard operating procedures, department and campus standards, and established workflows.

Strongly developed judgment, decision-making, and problem recognition/ avoidance/resolution skills. Demonstrated ability to manage expectations and determine when to escalate.

Strong interpersonal and communication skills to collect and convey information with accuracy and diplomacy at various levels and social perceptiveness. Able to establish cooperative working relationships effectively with course chairs, planning committee members, faculty speakers, peers, physicians, collaborators, administrators, University faculty and staff, commercial entities/agencies, vendors, faculty, and learners.

Ability to establish and foster positive relationships and communicate with decorum to faculty, invited guests, government officials, university VIPSs, vendors, and other stakeholders from diverse backgrounds.

Proficiency in desktop and cloud-based programs such as Microsoft Excel, Word, and Outlook.

Ability to work independently and follow through on assignments with minimal supervision and skill in working collaboratively within a team environment. Contribute to positive team goals and coordination improvement.

Reliable transportation to accomplish the overall goals of the group and the department.

Excellent customer service skills with the ability to maintain professional composure in the face of resistance, indifference, or hostility. Demonstrated ability to remain calm, composed, and professional in situations involving conflict and frequent interruptions.

Ability to use judgment when dealing with confidential or sensitive information.

Preferred:

Experience working with education management systems to manage accredited education, learner, faculty, and financial records (e.g., CME Tracker, Oracle-based systems, Ethos CE, CloudCME).