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American College of Chest Physicians · 3 weeks ago

Senior Program Coordinator, Live Learning and Education Events

Glenview, IL

Full-time

Hybrid

Mid, Senior Level

$62K/yr - $64K/yr

American College of Chest Physicians is dedicated to improving patient care and combating lung disease. They are seeking a Senior Program Coordinator to provide administrative and operational support for Live Learning and Education Events, ensuring smooth execution of educational programs and managing faculty and vendor relations.

Non-profit Organization Management

Responsibilities

Demonstrate a passion for crushing lung disease and embody CHEST values: honor the team, lead with integrity, leverage passion, cultivate innovation, and have serious fun

Database and equipment support for the following:

Entering and maintaining course details in Planstone for the CHEST Annual Meeting, Board Review, Live Learning, Abstract/Case Report sessions, and other special events

Maintaining appropriate levels of consumables, disposable, and non-disposable items, by assisting with the implementation of Sortly

Course and educational support Including:

Reviewing and converting Board Review PowerPoint slides into PDF format for uploading and distribution through the Learning Management System (LMS)

Reviewing and updating program PowerPoint slides to ensure it aligns with CHEST standards, including grammar, spacing, formatting, and proper template usage

Assisting in the preparation and management of course materials for Live Learning courses, including content, evaluation tools, checklists, and presentations; providing finalized materials to the LMS team for timely release; and maintain accurate records of education and training activities to ensure compliance with accreditation standards

Sending communications to learners for pre/post-course work needed in the LMS, and follow-up with those who have outstanding work

Assist with data review and communication for Certificate of Completion (COC) program for ultrasonography

Working with team members to maintain the training center as a clean, safe, and operational facility and optimal learning environment both at CHEST headquarters, as well as off-site training locations

On-site program support as needed for CHEST Annual Meeting, Board Review, and Live Learning

Provide faculty management support with the following:

Faculty management processes for CHEST Annual Meeting, Board Review, and Live Learning; including maintaining email templates, tracking faculty details, benefits received, entering new faculty into NetForum as needed, coordinating invitations, and follow-up communications to ensure timely responses and maximize engagement

Overseeing Live Learning faculty credentials and headshots by reviewing faculty in Planstone, updating the credentials document, incorporating information into program materials, ensuring headshots are collected and organized, and submitting web requests as needed

Provide vendor and payment support with the following:

Administering payment processes, ensuring timely submission of vendor invoices in Concur, accurate preparation of faculty invoices for benefits received, and collection of W9s when required

Provide support to members, committees, faculty, and learners, emphasizing a customer-service, learner-centric approach to all interactions, and promoting a responsive, positive environment

Develop and maintain professional working relationships with other departments and staff. Ensure that all work assignments meet deadlines and standards of quality

Assist with updating policies, procedures, and practices for the simulation programs to maintain accreditation through Society for Simulation in Healthcare (SSH)

Obtain a working knowledge of all systems and workflows required to execute activities (e.g., AMS, LMS, submission, and review systems)

Support special projects or initiatives as assigned by Live Learning and Education Events departments

Qualification

Computer proficiencyProject managementCommunicationContinuous ImprovementTeamworkAgile CapabilityDiscretionEthicsOneCHEST mindsetSelf-motivation

Required

Bachelor's Degree, preferably in education or healthcare-related field, or equivalent practical experience

Computer proficiency in PC and Mac-based software applications including MS Word, Excel, and PowerPoint

Moderate lifting to place and pack items, while becoming familiar with the use of specialized medical equipment

Ability to often work weekends and evenings to accommodate volunteer and learner schedules

Ability to accommodate occasional domestic travel

Excellent communication skills across all modalities - oral and written communication, communication across electronic formats, as well as interpersonal communication and people skills. Ability to effectively communicate with staff, faculty, and learners

Ability to manage time effectively, stay organized, be proactive, maintain accountability, and work with minimal supervision

Ability to coordinate and execute multiple projects simultaneously, assess and prioritize, and consistently meet strict deadlines

Ability to embrace and adapt to change in a dynamic work environment

Ability to collaborate with direct coworkers, as well as across departments and divisions. Understanding of how collaborative support across teams helps immersive learning succeed

Commitment to supporting ideas, initiatives and projects within the Education Division and across the organization, and other duties as needed/required

Commitment to developing existing skills, learning new skills, and ensuring that best practices are always put into use

Conduct oneself in an ethical and professional manner. Maintain data confidentiality and security