Program Coordinator

Primary Job Functions Confirm faculty selection from the suggestion of planning committee Facilitate planning calls for conferences assigned Coordinate all aspects of faculty agreements, training, travel, onsite performance, and expenses Coordinate and facilitate onsite activities including faculty with exception of Exhibit/Sponsors Build relationship with faculty members, exhibitor, and planning committee members Preparation and transport of conference materials for onsite conference and transporting back to Horizon CME Work closely with the Compass Audio-Visual team

• This includes, but not limited to, coordinating with Compass team to obtain securing the login for WI-FI credentials When assigned a project with educational partners, the assigned Coordinator to determine/manage their role a) Responsible for faculty arrangements, and onsite performance b) Coordinator will go onsite to assist faculty Communicate and adhere to all deadlines Support and ensure Horizon CME selected staff travel arrangements, i.

e., audiovisual team, senior management (on request) and self Manage all aspects of clinician conference registration assigned Participate in weekly check-in meeting with Operations Manager Duties Follow up with suggested faculty and confirm in a timely manner Follow up with next faculty choice, if unable to confirm previous faculty suggestion (within 48 hours of receiving a decline from previous faculty invite) Send faculty paperwork within 48-hours of confirmation, follow up as needed to ensure the 48-hour deadline When sending faculty agreement include slide template for faculty to complete Review faculty paperwork to ensure logical completeness Receive speaker content and identified individual from Content Team review, give Content Team a deadline (within 2 months of the conference) Finalize the agenda within 8 months of the conference Once agenda is confirmed and promotional material available, send the promotional material to planning committee and faculty to promote the conference within 8 months of the conference Initiate disclosure statement review process with Horizon CME Content/Accreditation Team Receive and upload all faculty profile items to designated Horizon CME project management system within the week of receiving Confirm faculty travel & accommodations at least two (2) months prior to conference Upload faculty W9s received into "

The Hub:

W9 Forms" project board within a week of receiving the W9 Confirm logistics are accurate on the project management system (Basecamp) One (1) to two (2) months in advance keep planning committee and faculty informed on conference detail via email and/or brief conference call Communicate to planning committee and faculty at least every month an update on registration with instruction to promote conference to colleagues Prepare and send information to Marketing for the Conference Guide (current agenda, speaker information, etc.) Send pre-meeting letter to faculty two (2) weeks prior to conference/program Send pre-meeting letter to faculty day before and morning of the conference as a reminder Ensure faculty can review slides two (2) weeks prior to conference Bring faculty into session room at least 10 minutes prior to faculty assigned presentation time Ensure faculty receive thank you letter and honorarium day of conference (unless other arrangements are made or virtual conference) Process faculty travel reimbursement in a timely manner Upload Faculty honorarium sheets in Logistics folder titled "Honorarium" a) Faculty reimbursement packet to Administrative Assistant include:

• Receipts submitted by faculty
• Travel reimbursement form submitted by faculty
• Honorarium form signed by faculty
• All receipts from expenses managed by Horizon CME (airfare, accommodations, ground transportation, etc.

) When requested, assign to-do items to individual team members for deliverables Manage the master attendance list post conference for uploading in Basecamp Create folder, including Medical Director (Brian Lee, PharmD) when receive the final evaluations listing those responding with an interest to be on planning committee Schedule external debrief and planning next year's conference no later than two (2) months after the conference Send summary of final evaluation to faculty speakers and attach a thank you letter Manage "Raffle Winners" spreadsheet incentive program: a) Open Exhibit Hall Booth (virtual) b) Populate from Raffle Winner spreadsheet c) Coordinate with Administrative Assistant to obtain gift cards for in-person raffle

Job Type:

Full-time Benefits:

Health insurance Paid time off Retirement plan

Work Location:

Hybrid remote in Clackamas, OR 97015