Program Director, Special Events

Position Summary
The Special Events & CME Director is responsible for the planning, coordination, execution, and evaluation of continuing medical education (CME) programs and other departmental educational events. This position serves as the primary administrative contact for CME activities, working closely with physicians, faculty, department leadership, external speakers, vendors, and internal stakeholders to ensure high-quality, compliant, and financially responsible educational programs.

The director manages events from initial concept and planning through completion and post-event follow-up, ensuring all CME requirements, timelines, logistics, communications, and documentation are appropriately addressed.

Key Responsibilities

CME Program Management

• Coordinate the development and administration of CME activities in accordance with applicable accreditation requirements and institutional policies.
• Coordinate and execute wet lab and break out sessions.
• Manage the CME process from initial event request through final program closeout.
• Coordinate submission of CME applications, supporting documentation, disclosures, learning objectives, agendas, evaluations, and other required materials.
• Maintain accurate CME records and documentation for all educational activities.
• Monitor compliance with CME accreditation standards, institutional policies, conflict-of-interest requirements, and applicable regulations.
• Coordinate collection and review of faculty disclosures and required documentation.
• Work with faculty and planners to develop learning objectives, educational content, agendas, and evaluation processes.
• Coordinate CME credit assignment, attendance tracking, evaluations, certificates, and post-event reporting.

Event Planning & Execution

• Plan and coordinate departmental conferences, grand rounds, symposia, lectures, workshops, retreats, and other educational events.
• Plan and coordinate departmental special events such as Executive Council, Alumni events, graduations and celebrations.
• Develop detailed event timelines, checklists, and project plans.
• Coordinate venues, room reservations, audiovisual requirements, catering, transportation, lodging, registration, signage, and event materials.
• Manage virtual, hybrid, and in-person educational events.
• Coordinate event setup and provide on-site support to ensure successful execution.
• Anticipate and resolve logistical issues before and during events.

Faculty & Speaker Coordination

• Serve as the primary point of contact for faculty, guest speakers, moderators, and planning committee members.
• Coordinator for executive leadership committee for nominations for endowed lectures.
• Coordinate invitations, scheduling, travel arrangements, lodging, biographies, disclosures, presentations, and other speaker requirements.
• Ensure speakers meet all applicable CME and institutional requirements prior to participation.
• Maintain professional and timely communication with faculty and external speakers.

Financial & Vendor Management

• Develop and monitor event budgets in collaboration with department leadership.
• Track event revenue, expenses, registration fees, and other financial activity.
• Process invoices, reimbursements, honoraria, travel expenses, and vendor payments in accordance with institutional policies.
• Coordinate contracts and vendor relationships as appropriate.
• Identify opportunities to control costs while maintaining a high-quality participant experience.
• Reconcile event expenses and provide financial reporting following completion of programs.

Registration & Communications

• Develop and maintain event registration processes and participant communications.
• Create and distribute save-the-dates, invitations, reminders, agendas, and post-event communications.
• Coordinate marketing and promotional materials in collaboration with communications teams.
• Monitor registration and attendance and provide regular updates to event organizers.
• Serve as a resource for participants regarding registration, CME credit, schedules, and event logistics.

Post-Event Evaluation & Reporting

• Coordinate distribution and collection of participant evaluations.
• Compile and analyze attendance, evaluation, and outcome data.
• Prepare post-event reports for faculty, leadership, and CME/accreditation purposes.
• Track program outcomes and identify opportunities for improvement.
• Maintain organized electronic records and documentation for audit and accreditation purposes.

Relationship Management

• Establish strong working relationships with physicians, faculty, department administrators, leadership, CME/accreditation staff, vendors, and external organizations.
• Participate in planning committees and provide guidance regarding CME requirements and event logistics.
• Serve as a subject-matter resource for faculty and staff planning educational activities.
• Demonstrate exceptional customer service and professionalism when interacting with faculty, learners, speakers, and vendors.

Perform other related duties incidental to the work described herein.

The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified

Required Qualifications at this Level

Work Performed/Skills:

Excellent and effective verbal and interpersonal skills, including a friendly, professional interaction style is required.

Time management, especially ability to flex effort with changes in the work flow.

Problem solving and prioritization skills.

Able to develop effective working relationships with diverse individuals/groups.

Ability to work with sensitive information and maintain confidentiality.

Work requires the ability to periodically travel. In addition, the job requires work on various nights and weekends.

Exercises independent judgment in operations and services.

 Ability to communicate actions to individuals with professionalism and empathy

Effective use of software and knowledge of Microsoft products, demonstrated time management and organizational skills.