Medical Education Event Coordinator

Posted on September 21, 2012
in Uncategorized

Medical Education Event Coordinator

Job Type: Part Time / Job Share, Contract / Freelance

Job Flexibility: Corporate Flexibility

Location Requirement: USA – The Midwest

General Area Of Expertise: Clerical / Administration / Support, Advertising & PR

Rate Wage: negotiable

Job Description:

REPORTS TO: Project Director, Immunizations and Related Programs

The Medical Education Event Coordinator will be responsible for scheduling logistics, assisting with marketing and promoting and supporting faculty to train medical providers with the aim of increasing Immunization rates and improving access to immunizations in Illinois and Chicago.

This position supports the Immunization Initiatives program in coordinating and staffing medical education events for providers in Illinois (102 counties) and in Chicago (77 communities). The Coordinator is responsible for pro-actively taking the lead on planning, coordinating and staffing the organized education events. The support related tasks will include: preparing training materials (i.e. photocopying PowerPoint presentations) and marketing materials (creating flyers); developing new vendor relationships (purchasing office supplies, marketing materials, etc.); identifying the most cost-effective vendor; ordering supplies needed for events; organizing and maintaining hard copies of attendance and evaluation sheets; scribing and coordinating meeting minutes; independently following-up on assigned tasks; effectively communicating verbally and in writing to internal teammates and external partners; maintaining and organizing program files electronically; possessing a valid driver’s license to drive to staff trainings in Illinois (occasional long distances may be required); independently following-up with assignments and requesting direction from program staff as needed; attending scheduled meetings; initiating follow-up phone calls to program participants; updating the program calendar of events; disseminating event information to members and using other identified marketing lists to invite providers to scheduled webinars, seminars, teleconferences, etc.; maintaining and updating the organization’s website to include current project updates; participating in committee meetings; identifying useful project related resources for our team; preparing grant report summaries and appendices and preparing time sensitive documents for project support.


The Coordinator is responsible for the following duties:
1. Quickly learn and adapt to ICAAP Immunization Initiatives program infrastructure
2. Independently contact providers and Immunization Faculty to coordinate education trainings opportunities
3. Develop and disseminate time sensitive information including promotional pieces to membership and outside partners
4. Coordinate and staff medical education office-based trainings, seminars and other scheduled events in Illinois
5. Take the lead on staffing registration for in-person learning sessions and develop registration links for small and large immunization initiatives program events
6. Prepare training binders for scheduled education events and training opportunities
7. Maintain active contact with ICAAP committees, following-up on time sensitive activities, providing encouragement and suggestions, and assisting in the undertaking of projects
8. Submit project expenses to ICAAP staff for processing
9. Report regularly to Director of Immunizations & Related Programs and Program Managers
10. Regularly track attendance and prepare attendance details for our grant funders
11. Record meeting minutes for the team (Immunization Champions Monthly meeting, Monthly and Quarterly status update calls with our funder)
12. Receive quotes from vendors as necessary to select cost efficient vendor to print marketing materials and prepare training materials
13. Take the lead on documenting, summarizing, printing and mailing webinar, seminar, office-based training attendance reports and submit in quarterly grant reports for our project funders
14. Prepare/coordinate audiovisual equipment, meals for events, and signage
15. Track participant evaluation forms and compile evaluations on a master tracking file for the team and for our project funders
16. Order office supplies to prepare materials for medical education events
17. Perform other duties to assist the Chapter in its daily functions as assigned
18. Assist with the development of immunization education courses

SCHEDULE: This position is part-time 15-20 hours per week (no benefits).

MISCELLANEOUS: Local traveling is required, particularly in the Chicago metro area and occasionally in mid-and-downstate Illinois to support project activities –must have a valid driver’s license and vehicle to travel, miles will be reimbursed. The position is majority grant-funded and thereby subject to conditions and terms of the contract(s).

Previous event planning experience, general knowledge of the health care environment and membership organizations are preferred, but not required. Experience working with professionals such as physicians, nurses and or volunteers is preferred. Excellent written and oral communication skills, highly organized, and Outlook, MS Word, PowerPoint, and Excel skills are required.

Excellent organization skills; pro-actively take the lead on assigned tasks; pro-actively take the lead on identifying non-assigned tasks; think ahead and plan ahead; multi-task and prioritize; and effectively communicate support needed to achieve deliverables.

1400 W. Hubbard, Suite 100, Chicago, Illinois, 60642, United States

Start date
October 15, 2012

Application deadline
September 30, 2012

Education requirements
4-year degree, Or High School Degreen and 7+ years of event planning

Professional level

Email your cover letter and resume to

Subject line should read Event Medical Education Coordinator – No phone calls.

- Business Details -

Business Name: American Academy of Pediatrics Illinois Chapter



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