Program Coordinator Operations, Digestive Health Institute, Full-Time, Days

The Program Coordinator, Operations reflects the mission, vision, and values of NM, adheres to the organization’s Code of Ethics and Corporate Compliance Program, and complies with all relevant policies, procedures, guidelines and all other regulatory and accreditation standards.

The Program Coordinator for the Digestive Health Institute is responsible for the planning, coordination, and execution of educational programs and events for physicians, APPs, nurses, technicians, and other healthcare professionals. This role manages multiple projects/events simultaneously and serves as a key point of contact for internal and external stakeholders to ensure successful program delivery, compliance with CME requirements, and effective promotion of educational offerings.

Responsibilities:

• Systematically support any and all initiatives that fall within the NMH Operations department
• Provides program coordination and program management including planning, decision making and implementation for select projects.
• Coordinates, on a daily basis, the planning, resource allocation, information distribution and overall performance reporting for the assigned projects.
• Applies standard project management methodologies for project lifecycle of analysis, design, implementation, verification as well as value measurement definition.
• Establishes and maintain effective communications regarding project status with the team members and other organizational reporting structures.
• Works with project teams to manage schedule and scope.
• Assists with creation and preparation of materials which are presented to management and board-level committees and subcommittees, particularly power point presentations and printed materials.
• Utilizes advanced Microsoft Office applications to design and lay-out presentations and reports.
• Participates in meetings, accounts for meeting discussion and next steps and takes ownership of follow up items as appropriate.
• Follows up with department staff, to make sure deadlines are kept.
• Utilizes appropriate resources within the institution, division and department to manage and complete each assigned task and/or project.
• Participates in preparing program’s budget, creates and monitors budget statements, assists in designing reports.
• Researches and develops internal and external communications including presentations, speaking points, correspondence and other written materials.
• Communicates (verbal and written) with a wide range of departments, employees, vendors, and physicians; and serves as a liaison on behalf of the department leadership to foster strong working relationships.
• Represents the department, program or project with various level of personnel both internally and externally.
• Responds to unanticipated complex issues and manages critical and confidential information.
• Applies analytical skills, tools and techniques to improvement efforts.
• Collaborates with other system functions as required on training initiatives (e.g., IT, Quality, Analytics, Patient Experience, etc.).
• Provides calendar management support for the department; facilitates and schedules meetings, including logistics; helps set meeting priorities; communicates meeting objectives and helps identifies materials needed for meeting; distributes materials in advance of meeting as advised by leadership and exercises judgment to ensure appropriate parties attend meeting
• Participates in creating department’s targets, preparing job description, screening resumes.
• Overseas creation, design and maintenance of internal website content ensuring ease and practicality of use for targeted audience.
• Plans and executes the annual pre-medicine internship cycle including position posting, candidate selection, site coordination and placement, seminar preparation, day-to-day supervision and other operational logistics.

Additional Responsibilities:

• Coordinate planning and execution of multiple educational events and programs simultaneously, ensuring deadlines, logistics, and deliverables are met.
• Support the fundraising process by managing grant applications and sponsorship opportunities, including submission, tracking, reconciliation, and related documentation.
• Communicate effectively with key stakeholders, including Activity Directors, local and guest faculty, registrants, CME office staff, and industry grantors/sponsors.
• Partner with Marketing to promote educational programs through social media, email campaigns, e-promos, and other marketing channels.
• Ensure all programs adhere to CME guidelines, institutional policies, and applicable compliance standards.
• Assist with event logistics such as scheduling, registration, meeting materials, vendor coordination, technology support, and post-event follow-up.
• Maintain accurate records related to program planning, attendee communications, budget tracking, sponsorships, and reconciliation.
• Support evaluation collection and reporting for educational activities and program outcomes.
• Provide administrative and operational support to ensure smooth and high-quality delivery of educational offerings.

Additional Functions:

• May support additional projects as requested.
• Other duties as assigned.

Required:

• Bachelors degree
• Minimum of 3 - 5 years of relevant experience
• Strong knowledge of Microsoft Office package
• Ability to organize and think independently with orientation to deadline and detail
• Experience supporting more than one executive or manager.
• Strong interpersonal skills
• Flexible/adaptable – ability to work with diverse group of healthcare professionals in a matrix environment

Preferred:

• Project Management Professional (PMP) or equivalent
• Experience managing CME and non-CME events for providers at large health care institution
• Healthcare experience
• Experience with project management and analysis

Northwestern Medicine is an equal opportunity employer (disability, VETS) and does not discriminate in hiring or employment on the basis of age, sex, race, color, religion, national origin, gender identity, veteran status, disability, sexual orientation or any other protected status.

Background Check

Northwestern Medicine conducts a background check that includes criminal history on newly hired team members and, at times, internal transfers. If you are offered a position with us, you will be required to complete an authorization and disclosure form that gives Northwestern Medicine permission to run the background check. Results are evaluated on a case-by-case basis, and we follow all local, state, and federal laws, including the Illinois Health Care Worker Background Check Act.

Artificial Intelligence Disclosure

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position, however, all employment decisions will be made by a person.

Benefits

We offer a wide range of benefits that provide employees with tools and resources to improve their physical, emotional, and financial well-being while providing protection for unexpected life events. Please visit our Benefits section to learn more.

Sign-on Bonus Eligibility (if sign-on bonus offered for position): Internal employees and rehires who left Northwestern Medicine within 1 year are not eligible for the sign on bonus. Exception: New graduate internal employees seeking their first licensed clinical position at NM may be eligible depending upon the job family.