University of Rochester Compliance and Grants Coordinator in Rochester, New York


Full Time 40 hours Grade 051 Institute for Innovative Educ


8:30 AM-5 PM


Position Summary:

The Institute for Innovative Education (IIE) is committed to developing, organizing, and implementing quality educational activities through a collaborative process with physicians, nurses, and other allied health care professionals. In assessing the continuing medical education needs of the community, IIE offers diverse, multifaceted educational activities, reinforcing awareness and the importance of lifelong learning, self-motivation, self-assessment, and the development of self-learning skills. The University of Rochester School of Medicine and Dentistry (SMD) is accredited by the Accreditation Council for Continuing Medical Education (ACCME) to provide continuing medical education (CME) for physicians. The office is also a New York State Department of Education (NYSED) State Board approved provider of continuing education (CE) for licensed social workers. IIE ensures that any activity seeking certification meets all the general and specific requirements set forth by the appropriate accrediting bodies, including the ACCME and NYSED, prior to granting of such credit. The office is primarily self-supporting; offering its expertise, experience, reputation and credentials to the faculty to provide high quality, cost effective management of activities which meet all of the medical, educational, and regulatory rules and laws.

The Compliance & Grants Coordinator is responsible for soliciting financial support in support of educational activities mounted by the IIE, and ensuring that these, and other CE activities, are in compliance with standards and guidelines established by key stakeholders, including credentialing bodies such as the ACCME. The coordinator will partner with activity directors and planning committee members to develop course content and related materials to ensure content is current and meets medical best-practice standards, with emphasis on patient safety, improved patient outcomes and patient care/quality. The Compliance & Grants Coordinator will specialize in all aspects of researching and applying for available grants, as well as conducting post-activity reporting, reconciliation and statistical analysis. The coordinator must be highly-skilled in both written and verbal communication, and must understand the language and terms of the grant funding process to define the information requested by the commercial interest or sponsor. This person must be aware of all potential grant sources and conduct regular research to find new sources. The coordinator will also monitor and guide budgets, create and maintain contacts at grant-funding agencies, and maintain relevant databases used in grant-funding applications

The Compliance & Grants Coordinator will have a comprehensive working knowledge of national CME essentials and standards, including those of the ACCME, American Medical Association (AMA), Association of American Medical Colleges, NYSED State Board for Social Work, plus related rules from the FDA, IRS, HHS and other government agencies. The position requires the ability to effectively integrate sometimes-conflicting rules and to translate them into workable instructions to accommodate the needs of individual CME activities. Significant independent judgement is necessary to ensure policies are appropriately applied. The successful coordinator has confidence, skill, vision, excellent communication and management skills, and energy for a position which supports the advancement of educational programs, medicine, and healthcare at the University of Rochester Medical Center.

Write and Submit Grant Proposals; Assess and Track Outcomes

  • Determine potential areas for corporate sponsorship relevant to physicians’ lifelong learning needs and responsive to changes in the health care environment. Make recommendations to program coordinators and activity directors.
  • Identify funding agencies, resources, and the availability of grants from private and public sources.
  • Develop and submit grant proposals according to company guidelines while maintaining strict adherence to the requirements of numerous stakeholders, including: credentialing bodies, such as the ACCME, including its Standards for Commercial Support; OIG/PhRMA; Center for Medicare and Medicaid Service’s - Open Payments Program (OPP).
  • Define the department’s grant research, application and reconciliation process. Balance multiple and overlapping timelines of established activities with new and innovative programming.
  • Complete and follow-through on corporate sponsorship applications for educational grants for all CME activities coordinated by IIE.
  • Ensure that Continuing Education (CE) grant proposals for established activities are submitted as per deadlines specified by commercial interests.
  • Monitor project deadlines and milestones through daily communication with internal stakeholders that are key to ensuring all CE activities are executed in a timely manner and as per Letters of Agreement (LOAs) with industry supporters.
  • Prepare and submit periodic progress and reconciliation reports to industry supporters.
  • Assess and track learning outcomes.
  • Develop course evaluations, manage their implementation, compile and analyze evaluation data, develop evaluation reports, and share results with the stakeholders.
  • Convey results through formal course debriefings to help reinforce a culture of continuous quality improvement.

Compliance and Reporting

  • Ensure CME activity compliance with ACCME and IIE guidelines. On occasion, this necessitates air travel and trips of one or more days away from the University to attend “Live” activities that might take place in Western NYS or nationwide.
  • Assist with completion of Program and Activity Reporting System (PARS) annual report due to the ACCME. This includes analyzing CME data to input into the web-based program. Assist with the reaccreditation process required by the ACCME, including compiling all required documents for the files selected for review, writing sections of the self-study narrative and participating in the reaccreditation interview.
  • Prepare the office’s reaccreditation application for the ACCME, the national CME accrediting body, and NYSED’s state board for licensed social workers.
  • Monitor compliance of physicians and others with the policies of AMA, ACCME and other accrediting bodies, including conflict of interest.
  • Ensure compliance with the OPP, sometimes called “The Sunshine Act.”
  • Maintain electronic activity files in accordance with accreditation and compliance auditing requirements. Develop and maintain organized records for ACCME review; ensure proper documentation.
  • Ensure that national accreditation guidelines for the certification of local, regional, and national CME activities are upheld; monitor and provide professional guidance throughout this process.


  • Build and maintain relationships with representatives from corporations who provide sponsorship or have the potential to support future conferences.
  • Act as an on-site representative of the IIE and network with exhibitors during conferences.
  • Act as a representative of the IIE while meeting/corresponding with interdepartmental staff members and department heads at the University of Rochester.
  • Investigate, scrutinize and ultimately determine the most effective and reliable avenues to promote a CME activity.


  • Maintain a database of commercial support income for each activity.
  • Assist the Associate Director with the administrative management of CME activities.
  • Negotiate and prepare program budget and ensure expenditures are within approved budget.
  • Steward appropriate use of grant funds awarded.
  • Collect and compile data to reconcile grant.


Bachelor’s Degree required (English, Journalism, Communications, or similar area) and 1 year of relevant administrative experience.Prefer three years of experience, or equivalent. Proven track record in grant writing and program development.

Excellent writing and computer skills (Microsoft Office Word, PowerPoint, Excel) and database management skills. Must be innovative, detail oriented, self-motivated, and professional.

Having, or working toward, University of Rochester CLASP (Continuous Learning for Administrators of Sponsored Programs) certification.

Ability to apply finance concepts to develop and interpret budgets. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, or schedule form. Ability to work both independently as well as with internal and external staff and teams to establish and maintain effective working relationships and ensure timely delivery of high-quality work product. Excellent time management skills; ability to work on several projects simultaneously while balancing multiple and overlapping timelines in a deadline-driven environment.


Master’s degree; knowledge of AMA, ACCME, and other continuing education credentialing organizations; knowledge of OIG/PhRMA Guidelines; program/project management in the field of continuing education.

EOE Minorities/Females/Protected Veterans/Disabled

Job Title: Compliance and Grants Coordinator

Location: School of Medicine & Dentistry

Job ID: 206719

Regular/Temporary: Regular

Full/Part Time: Full-Time