Program Coordinator (Hybrid) - Continuing Medical Education

Scheduled Hours

40

Position Summary

Play a key role in securing and coordinating funding for Continuing Medical Education (CME) activities through grants, sponsorships, and exhibits. Work closely with CME activity planning committees to determine funding needs, identify funding sources to support existing and planned program activities, and formulate approaches to new and existing funders, while managing relationships with funders and ensuring compliance with ACCME and University standards.

Job Description

Primary Duties & Responsibilities:

Educational Grant and Sponsorship Management

• Research and identify potential funding opportunities for CME activities.
• Prepare and submit educational grant, sponsorship, and exhibit applications.
• Maintain comprehensive records in the commercial supporter database.
• Draft funding proposals using department templates and guidelines.
• Coordinate with planning committees to understand activity funding needs.
• Track application deadlines and manage submission timelines.
• Monitor and document compliance with ACCME and university requirements.
• Generate regular status reports on funding activities.
  
  

Relationship and Event Management Coordination

• Serve as primary contact for exhibitors and sponsors.
• Coordinate exhibit logistics for CME activities.
• Build and maintain positive relationships with supporters and vendors.
• Work collaboratively with faculty and staff on funding initiatives.
• Support evening and weekend events as needed.
• Help develop and improve exhibitor communications.
  
  

Financial Coordination

• Assist in determining activity funding needs.
• Process and track sponsorship payments.
• Coordinate with Financial Analyst on support reconciliation.
• Maintain accurate financial records.
• Monitor incoming payments and follow up as needed.
  
  

Administrative/Event Support

• Review and edit program materials and correspondence.
• Support on-site event operations.
• Contribute to department process improvements.
• Assist with additional projects as needed.
  
  

Working Conditions

Job Location/Working Conditions

• Normal office environment.
• Alternative work schedule
• Ability to travel to various on- and off-campus locations
  
  

Physical Effort

• Typically sitting at desk or table.
• Repetitive wrist, hand or finger movement.
• Occasional lifting (25 lbs or less)
  
  

Equipment

• Office equipment.
• Other: normal office working environment utilizing computer, copier, fax machines.
  
  

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Education:

Required Qualifications

High school diploma or equivalent high school certification or combination of education and/or experience.

Certifications:

No specific certification is required for this position.

Work Experience:

Relevant Experience (3 Years)

Skills:

Not Applicable

Driver's License:

A driver's license is not required for this position.

Preferred Qualifications:

More About This Job

• Experience with written communications, marketing, grants, or basic accounting.
• Background in medical, research or higher educational environments.
• Strong Microsoft Office skills, including Excel and Access.
• Familiarity with Research Management System (RMS) and knowledge of ACCME or PhRMA guidelines on interactions with health care professionals is beneficial but not required.
  
  

Education:

Preferred Qualifications

Bachelor's degree - Business

Certifications:

No additional certification beyond what is stated in the Required Qualifications section.

Work Experience:

Grants, Marketing, Accounting And/Or Budget Management (3 Years)

Skills:

Accounting, Budgeting, Coordinating Resources, Cost Controls, Editorials, Finance, Healthcare Environments, Interpersonal Communication, Marketing, Media Strategies, Scheduling Events, Scheduling Meetings, Social Interaction, Staff Leadership, Teamwork, Training and Development, Workload Prioritization, Writing

Grade

G08-H

Salary Range

$21.17 - $32.85 / Hourly

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email CandidateQuestions@wustl.edu or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.
• Competitive health insurance packages with priority appointments and lower copays/coinsurance.
• Take advantage of our free Metro transit U-Pass for eligible employees.
• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.
  
  

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!
  
  

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.
• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.
  
  

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO/AA Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

Diversity Statement

Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.