University of Rochester Manager, Educational Programming in Rochester, New York

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Full Time 40 hours Grade 052 Institute for Innovative Educ

Responsibilities

Position Summary:

With general direction and considerable latitude for independent judgment, decision-making and initiative, the Manager for Educational Programming develops, implements, and manages continuing education and other educational activities, institutional initiatives and special events, and provides supervisory and administrative support to the Institute for Innovative Education (IIE) Programming team. This person serves as a liaison for academic and professional communities to develop Continuing Medical Education (CME) activities/conferences, and is responsible for carrying out existing policies, recommending changes, and assisting with developing and implementing operational policies guiding functioning of the office.

This individual: serves as the primary point of contact for faculty and/or other individuals interested in mounting an educational activity; plans, budgets, implements and manages continuing education conferences of varying sizes and complexities which may include coordination of out-of-town programs; and directs coordination of resources, facilities and services in support of these activities. Represents the Medical Center and IIE on a regular basis in frequent interactions with faculty and administrators from the University, as well as other academic institutions and medical centers, physicians in private practice, health professionals, pharmaceutical and medical equipment manufacturing companies, and private servicing companies. Is responsible for the contributions of these stakeholders as they affect the success of every activity. Success often involves lobbying and salesmanship to obtain effective participation and adequate financial support.

This position requires considerable knowledge and thorough experience in event coordination, including financial management of a variety of activities. The Manager assists with the hiring and training of staff in office procedures and guidelines, has direct supervisory duties, and is expected to set a strong example of positive, professional team orientation, and customer service for the office. Candidate must possess an 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.

This person reports to the Associate Director, Educational Programming. General direction will be given in both task and objective-oriented terms; employee is required to work autonomously to establish/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.

Specific Responsibilities:

Administrative/Supervisory

  • Interviews and trains conference support staff.
  • Manages daily operations of conference support staff including work scheduling, discipline, morale and professional development; assists Associate Director with personnel issues as they affect the office staff
  • Conducts annual performance reviews and probationary evaluations.
  • Oversees direction of all aspects of fully-coordinated CME/CE conferences administered by the office and is accountable for income and expenses related to each activity.
  • Assigns each conference an Educational Activity Coordinator, outlining primary coordinator responsibilities, ensuring programs follow established CME activity guidelines, maintaining familiarity with each activity’s development and finances, and monitoring for compliance with office policies and standards.
  • Formulates plans, analyzes activities and makes decisions which directly affect the organizational and financial success of these activities.
  • Regularly represents the University of Rochester School of Medicine & Dentistry, and IIE, when meeting with faculty and administrators from the University as well as other academic institutions and medical centers; encourages and supports the effective participation and contribution of these individuals and groups to jointly implement successful activities.
  • Assists the Associate Director in implementing national CME certification standards for University of Rochester sponsored activities to meet criteria for Category 1 credit, as well as other continuing education credentialing standards and criteria.

Activity Planning/Organization

  • Prepares detailed agenda and meets with 20+ faculty activity directors per year plus additional planning committee members to understand their needs and objectives and translate them into a functional and successful educational activity; integrates departmental needs, institutional policies, industry climate, and national accreditation standards into a workable program.
  • Evaluates options and makes recommendations with supportive rationale to faculty activity directors based on knowledge and experience on 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.
  • Develops 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.
  • Identifies potential areas of commercial support; collaborates with grant-writing/application staff in acquisition of educational grants and exhibitor support.
  • 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
  • Supervises production and assembly of conference program and syllabus materials by coordinating with various suppliers, coordinators and support staff.
  • Keeps faculty activity director(s) apprised of financial and organizational status of programs.

Education

  • Develop and administer activity evaluation tool; examine summarized 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.
  • Coordination of approximately 5-20 speakers per activity, including completion of all appropriate ACCME paperwork to ensure that potential conflicts of interest are identified and addressed.
  • Completion of 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.
  • Ensure that all necessary accreditation documentation materials are present in the activity file.

Finances

  • Assists in preparing annual office operating budget as well as other financial/compliance reporting for the University and ACCME; organizes annual conference financial summary, including review and analysis of income; makes recommendations for revisions to various fee structures based upon clear understanding of the staff effort and resources utilized for individual activities.
  • Develops comprehensive budget proposals for repeat and new activities.
  • Solely accountable for maintaining finances for 10-15 individual activities per year, including construction and modification of budgets typically ranging between $25-$150K, management of activity expenses, and if necessary, alterations in program structure to ensure that deficits are kept to a minimum.
  • Completion of a comprehensive financial summary for each activity detailing all income and expenses; Requires some knowledge of University finance and accounting systems.
  • Make recommendations to faculty activity director(s) for handling an activity surplus or deficit at the close of each program.

Performs other duties as assigned.

Requirements:

Bachelor’s Degree with a focus in Business Administration and/or Education required and at least 3 years of progressively responsible experience in conference/special event planning, with a record of significant accomplishments in project management; supervisory experience; or equivalent education and experience.

This position requires a highly motivated, independent individual with excellent organizational skills, problem-solving skills, experience managing staff and the ability to readily prioritize and multitask. This person needs to possess well developed interpersonal communications skills, with a demonstrated ability to work and interact effectively with both internal and external stakeholders including faculty, staff, participants and vendors engaged in CME and other educational activities. Proficient computer skills in Microsoft Office and Excel, and an ability to learn and work frequently with other software systems (Cvent, CME Tracker, EMS, Constant Contact), is required.

EOE Minorities/Females/Protected Veterans/Disabled

Job Title: Manager, Educational Programming

Location: School of Medicine & Dentistry

Job ID: 201887

Regular/Temporary: Regular

Full/Part Time: Full-Time