Medical Event Operations Specialist-Jr || Fort Worth, TX

Job Title: Medical Event Operations Specialist-Jr

Duration: 12 Month Contract (Possible extension based on work performance)

Location: Fort Worth, TX 76109

Part-Time Position : 20 hrs. per week

Job Description:

This role will be responsible for providing a world-class level of customer service on a day-to-day basis that represents Client Medical Education. This position will manage key programs within Medical Education from inception to completion and will act as a true business partner with Sales and Marketing to ensure delivery of the highest quality.

Additionally, Medical Education Event Operations Specialist will be responsible for logistical ownership of entire event cycle including venue sourcing, contract negotiation, F&B planning, event design, web design, and onsite event support. This person will be able to utilize event technology logistics with Cvent and Smartsheet software, including registration, attendee tracking, reporting, and pre/post-event evaluations. Responsible for management of key surgeon relationships and the associated database within Engage for contracts and surgeon faculty usage. This person will also have excellent time management skills and the ability to manage multiple tasks while maintaining a high level of customer service.

Event Management Planning 40%

• Manage all aspects of event planning for Medical Education events and courses
• Ensure corporate spend is within Health Care Compliance (HCC) guidelines
• Communicating the calendar and centre availability – working with Cvent system to keep and update course records.
• Lead pre-event meetings to help staff make decisions about event design
• Works closely with the visiting course organiser to design customized schedules and agendas to coordinate participation of personnel and to achieve goals of visiting surgeons.
• Adherence to client business conduct policies and procedures. Maintain the highest standards of ethics and compliance

Event Management Execution 30%

• Support Medical Education local education events, including management of registration, and digital assets (Save the Date & Agendas)
• Support the execution of local Medical Education programs. This may include working with staff, liaising between faculty members, and course attendees.
• Reconcile and submit payments for Corporate meeting Card and routinely monitor charges to ensure proper usage
• Plan and facilitate logistics for events, including contract negotiations, guest lists, venue preparation, catering, entertainment, transportation, equipment, and marketing materials
• Troubleshoot and handle any issues that arise on the day of the event
• Utilize technology such Zoom, Cvent, OnArrival, Smartsheet and others as necessary
• Generate and download reports as required
• Work within and communicate through Cvent or Smartsheet software
• Tracks and processes all changes, including updating hotel confirmation numbers and cancellation numbers, room name changes
• Provides reports such as: rooming, participants list, ground transportation, group air, arrival and departure, food and beverage, translation etc.
• Knowledge of meeting planning policies and procedures.

Reporting and Compliance 20%

• Maintain accurate HCP Sunshine Reporting
• Track HCP expenses and event budgets in CVENT event registration system as appropriate

Ad hoc duties 10%

• In addition to the above, employees are required to carry out any reasonable request to perform other duties as may be reasonably required within the scope of the job title and to work safely at all times with due regard for health, safety and environmental protection. Stay current, and often ahead of the curve, on event planning, design, and production trends, proactively identifying and solving operational challenges.

Requirements:

• Travel: No travel
• Education: Associate, bachelor's degree or equivalent experience.