Job Description

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The University of Miami/UHealth Department of Continuing Medical Education has an exciting opportunity for a full-time Manager, Continuing Medical Education. The Manager, Continuing Medical Education plans and supports continuing medical education activities for the assigned department. An employee in this position assures that all courses, conferences, and materials comply with ACCME essential areas, elements, standards, and policies. Additionally, the incumbent collaborates with physicians and staff to plan, develop, implement, and evaluate courses in furtherance of the division’s goals and objectives.

CORE JOB FUNCTIONS                                                                                                          

• Facilitates the development of continuing medical education activities.

• Collaborates with physicians and University staff to conduct needs assessment and develops course objectives and program brochures.

• Negotiates speakers and hotel contracts and manages commercial support.

• Develops materials for online instruction and works with the IT department to bring about successful usage.

• Conducts unannounced auditing of regularly scheduled conferences and completes monitoring reports on a regular basis.

• Reviews and evaluates activity applications for required documentation and prepares documentation for designation of credit.

• Tracks and monitors each activity file of regularly scheduled conferences and verifies that required documentation is complete.

• Establishes and continuously assesses the effectiveness of the internal controls within the unit and compliance with University policies and procedures. Ensures employees are trained on controls within the function and on University policy and procedures.

Department Specific Functions

The CME program manager is responsible for the overall management of the meetings and logistics team to include, but not limited to: regional, national and international conferences, board meetings, dinner meetings and facilities space use.  In addition, the Manager will be responsible for handling the logistical aspects for assigned meetings, conferences and events which include: RFP (Request For Proposal) creation, site selection and recommendations, conduct contract negotiations, vendor selection, food and beverage selection, oversight of housing/lodging needs, VIP management, exhibit management, on-site coordination and post-meeting wrap-up (i.e., bill reconciliation, debrief, etc.) for various CME-Managed courses.

The individual collaborates with the course directors and Division Director in the analysis and strategic planning for large multi-faceted courses as well as smaller conferences and meetings. This person will also be directly involved in marketing to ensure that communication effectively conveys content in compliance with ACCME criteria and its Standards for Integrity and Independence in Accredited Continuing Education and generates customer interest to attend.

• Facilitates the development of CME activities eligible for AMA Category 1 credit, ensuring that all comply with the ACCME Essential Areas, Standards and Policies.

• Collaborates with physicians, university staff, and others to assist in course planning, development, implementation, and evaluation. This includes conducting needs assessments, developing course objectives and program brochures, negotiating hotel contracts, and managing commercial support.

• Communicates regularly with Course Directors (faculty and their staff) and documents compliance with the Standards for Integrity and Independence in Accredited Continuing Education and the AMA Ethical Guidelines for Gifts to Physicians from Industry.

• Assists course directors in submitting online grant applications to pharmaceutical companies and other commercial entities to support Continuing Medical Education activities. The content and needs assessments for grant applications are developed by course directors and/or medical writers.

• Develops enduring materials for online instruction in compliance with ACCME requirements and works with the CloudCME platform to ensure successful usage.

• Reviews and evaluates CME Activity Applications for required documentation and prepares documentation for designation of credit by the Director of CME.

• Tracks and monitors each activity file for regularly scheduled conferences, enduring materials, and courses to ensure required documentation, such as letters of agreement, faculty disclosures and resolution of conflicts of interest, commercial support contracts, registration lists, certificates of attendance, and budget reconciliation.

• Implements meeting planning activities for conferences planned jointly with other organizations.

• Provides onsite administrative support for CME activities and interprets ACCME guidelines and Division of CME policies and procedures for course directors and staff.

• Prepares and submits final reports for each CME program.

• Obtains CE accreditation for allied health professionals as needed for CME courses.

• Works with other organizations to establish a joint sponsorship agreement with the University of Miami to plan and implement educational offerings for AMA PRA Category 1 Credit.

• Facilitate payment of honoraria and travel expenses for faculty associated with CME activities.

• Supervises senior coordinator ensuring projects, tasks, and processes are completed efficiently and effectively

Other Responsibilities:

• Budget development, management, and reconciliation including grant reconciliations

• Prepares budgets for all conferences for review and approval by course directors

• Works closely with the registration, production, and staff teams to ensure all plans integrate seamlessly into overall event operations

• Develops timelines, prepares logistics, and coordinates staffing

• Sources and manages vendors, oversees contract management, and executes sponsorships

• Coordinates activation plans, event execution, and post-event reconciliation

• Develops and manages the Request for Proposal (RFP) process; negotiates vendor contracts

• Reviews negotiated contracts with hotels and other service providers

• Manages meeting components including, but not limited to:

  • Food and beverage

  • Housing/lodging

  • VIP management

  • Special events functions

• Oversees ordering of materials from outside vendors and acts as point-of-contact

• Ensures delivery and placement of materials; processes related vendor payments

• Prepares post-event reports and recaps

• Prepares historical meeting data to predict future trends

• Develops and maintains standard operating procedures, planning tools, and event analytics for CME-managed courses to optimize operational efficiencies

• Evaluates current policies and procedures for compliance with ACCME guidelines

• Manages exhibits at conferences

• Oversees course financial and budget management

• Identifies growth potential and opportunities for future enhancements

• Maintains a flexible work schedule to accommodate meetings and conferences held on weekdays and weekends. During the winter and spring months, 3–5 conferences will require flexibility in priorities and work hours. Occasional travel to local hotels and venues may also be necessary to support CME activities.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

CORE QUALIFICATIONS                                                                                                         

• Bachelor’s Degree

• 1-5 years of professional related experience

• Knowledge of business and management principles.

• Proficiency in Microsoft Office, including Word, Excel, PowerPoint and Publisher

• Excellent analytical, communication, organizational, interpersonal and public speaking skills

• Outstanding multi-tasking and problem-solving skills to ensure multiple and complex projects are accomplished successfully and on time in a fast-paced environment

• High-quality customer service skills

• Ability to direct, manage, implement, and evaluate department operations.

• Ability to establish department goals, and objectives that support the strategic plan.

• Ability to effectively plan, delegate and/or supervise the work of others.

• Ability to lead, motivate, develop, and train others.

• Ability to enter and verify information accurately and efficiently with attention to detail

• Ability to travel locally for various CME events and stay at designated venues for duration of activity

• Ability to engage and assist and to work closely with faculty, administration and outside agencies with minimal supervision

• Ability to be self-directed as well as collaborative to work effectively as a member of a team

• Ability to learn other electronic programs

• Ability to handle multiple projects simultaneously

• This position requires strong people management skills

Any relevant education, certifications and/or work experience may be considered.

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The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.

UHealth-University of Miami Health System, South Florida's only university-based health system, provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine. As an academic medical center, we are proud to serve South Florida, Latin America and the Caribbean. Our physicians represent more than 100 specialties and sub-specialties, and have more than one million patient encounters each year. Our tradition of excellence has earned worldwide recognition for outstanding teaching, research and patient care. We're the challenge you've been looking for.

The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.

Job Status:

Full time

Employee Type:

Staff

Pay Grade:

H10

Job Tags

Full time, Contract work, Temporary work, Work experience placement, Work at office, Local area, Worldwide, Flexible hours, Weekend work, Weekday work,

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