University of Rochester Educational Activity Coordinator in Rochester, New York


Full Time 40 hours Grade 051 Institute for Innovative Educ




Position Summary:

With general direction and considerable latitude for independent judgment, decision-making and initiative, the Educational Activity Coordinator develops, implements, and manages Continuing Medical Education (CME) and other educational conferences and activities.

This position supports the Medical Center and Institute for Innovative Education’s (IIE) educational mission through strong understanding of educational theories, organizational capabilities, and advanced computer skills; carries out existing office policies and procedures and provides input on policy changes. The successful candidate makes effective, autonomous decisions based on general guidelines, resulting in thriving educational activities.

Requires knowledge and experience in event coordination, theories of adult education, and strong budget/financial management skills; ability to present, negotiate, and communicate effectively; consistently model effective work behaviors; and use critical judgment to ensure educational programs are successful and compliant with Accreditation Council for Continuing Medical Education (ACCME) guidelines.

General direction will be given; employee is required to autonomously establish and adhere to methods and procedures to successfully plan, implement and follow up on educational activities which are designed to improve physician knowledge, competence and/or patient outcomes.



Full responsibility for successful execution of 10-15 educational activities and/or series per year involving collaboration with University stakeholders (faculty activity directors, planning committee members, service centers), and external stakeholders (meeting facility managers, vendors, and industry support representatives).

  • Makes recommendations to faculty activity directors, based on knowledge and experience, on educational content, activity format, target audience, and potential areas of commercial support.
  • Generates custom proposals for each activity that include a planning timeline, marketing strategies, draft budget of estimated expenses, planning meeting notes, and additional critical items to be addressed.
  • Builds and maintains course websites for each educational activity using Cvent (Event Management Software) for the purpose of marketing the educational activity, distributing invitations, managing registration, and collecting attendee fees.
  • Develops a focused marketing campaign for each activity: coordinates design, production and distribution of advertising materials, recommends and identifies target learner audiences based on specific activity objectives, and obtains mailing lists.
  • Negotiates contracts for program location and additional vendor services based on knowledge of internal/external venues and contract language; communicates on-site program needs to facility staff.


  • Develops and administers activity evaluation tool using multiple software systems (CME Tracker, Constant Content, Cvent); examine and summarize results to assess the extent to which activity objectives were met and program was free of bias; gain insight into possible content for future programs. Organize and lead post-activity debriefing.
  • Coordinates approximately 5-25 speakers per activity, including completion of all appropriate paperwork to ensure that potential conflicts of interest are identified and addressed.
  • Coordinates applications for nursing and other forms of continuing education credit; involves review of faculty biographical data, identifying potential conflicts of interest (CoI) and summarizing then translating the educational needs/objectives/CoI of the activity for the relevant discipline. Maintain positive working relationships with other continuing education providers.
  • Ensures that all necessary accreditation documentation materials are present in the activity file.


Responsible for managing activities that individually produce between $6,000 - $11,000 for the IIE and up to $20,000 per activity, for various University departments, and/or other servicing units.

  • Solely accountable for maintaining finances for each individual activity, including construction and modification of budgets typically ranging from $20-$100K, management of activity expenses, and if necessary, alterations in program structure to ensure that deficits are kept to a minimum.
  • Responsible for paying invoices, processing and tracking income and expenses, and updating the budget for each activity.
  • Assists with submission of corporate sponsorship applications for educational grants (process varies by company).This includes creation of grant proposals, customization of budgets as required by sponsor guidelines, and timely post-activity reconciliation of outcomes and expenses.
  • Assess grant opportunity announcements for alignment with department marketing plans
  • Supervises production and assembly of conference program and syllabus materials by coordinating with various suppliers and available support staff.
  • Keeps faculty activity director(s) apprised of financial and organizational status of programs.


Bachelor’s Degree with focus in Education, Communication and/or Health Care. 1 year of relevant administrative experience. Prefer three or more years of experience in conference coordination/event planning, or the equivalent combination of education and experience.

The successful candidate will have strong verbal and written communication skills and knowledge of adult education methodology and activity coordination. A strong understanding of computers is required, specifically MS Office: Word, Excel, and PowerPoint, and the following credit and event management software: CME Tracker, Cvent, Constant Contact and EMS.

Essential characteristics include:

  • Manage time and multiple projects in a complex environment with a positive and creative attitude.
  • Pay close attention to detail, meet inflexible deadlines, remain calm during difficult situations, work under pressure, and work with frequent interruptions.
  • Embrace continuous learning as essential to personal and organizational success.
  • Excellent organizational and communications skills.
  • Ability to work well in both a team or individual environment, sharing knowledge and ideas that help to promote individual, team, and organization growth.
  • Dependability, flexibility, and efficiency.
  • Critical thinking.
  • Active listening.

Several early mornings and evenings/weekends per month is required.

EOE Minorities/Females/Protected Veterans/Disabled

Job Title: Educational Activity Coordinator

Location: School of Medicine & Dentistry

Job ID: 203213

Regular/Temporary: Regular

Full/Part Time: Full-Time