Compliance and Meeting Planning Specialist

🔍 School of Medicine, Stanford, California, United States

📁: Marketing

📅   : 10 hours ago Post Date

📅   : 95372 Requisition #

Educational Programs and Services (EPS) is home to departments and programs that are central to the educational mission of the Stanford University School of Medicine. We serve all populations of students and trainees who participate in the School's programs: Stanford MD, MS, MSPA, and PhD students; visiting MD students seeking clinical clerkships; postdoctoral scholars and medical fellows; and medical practitioners seeking further professional enrichment. Our goal is to provide a Stanford School of Medicine experience worthy of our students' and trainees' talents, aspirations, and dedication.

The Stanford Center for Continuing Medical Education (SCCME) is a global leader in the promotion of lifelong learning among professionals in healthcare. As such, we advance patient and population health and promote innovation by planning and implementing accredited continuing education activities to enhance the professional development of healthcare teams both locally and regionally, in the San Francisco Bay area and in the greater Pacific Region, as well as nationally and globally

SCCME is seeking a Compliance and Meeting Planning Specialist. Reporting to the Events Project Manager, the Compliance and Meeting Planning Specialist role is ideal for a detail-savvy organizer who is thorough about logistics, planning and processes to ensure CME activities are completed successfully, and with exceptional customer service. This role will have a hybrid schedule, with your primary work location based on the Stanford campus, and the option to telecommute two to three days per week. Event staffing will be required on evenings and weekends.

The individual in this role will take an organized and service-oriented approach to:

Ensure compliance with each CME activity has been met according to ACCME accreditation criteria/standards and organization policies. Consult with activity stakeholders, coach/enforce standard operating procedures, create/collect documentation, and process/record items for documentation in a central repository for files and database.
Manage the logistics of meetings as assigned. This will include but not be limited to coordination of logistics, coordinating services for the activity, such as selecting facilities or scheduling rooms, determine and select catering needs, coordinate event marketing, prepare event materials, order and coordinate audio/visual needs, make travel arrangements for guest speakers, handle invitations, and track event attendance. Respond to requests quickly and professionally.
Maintain internal database and shared drive file according to established organization procedures as set by management. Provide updates, organize and audit to ensure data and files are in compliance and meet standards.

Core Duties

Initiate and lead meetings with stakeholders to plan scope and format of events, establish and monitor budgets, and/or review administrative procedures and event progress.
Serve as project leader on specific events, coordinating teams that plan, implement, and manage all aspects of events such as: marketing, vendors, fan experience, ticket office, concessions, press and/or media.
Responsible for budget planning and management, venue management and equipment and facilities management for specific events.
Oversee development of registration strategy and logistics.
Build and maintain relationships with internal and external partners.
Procure and coordinate vendor services. Negotiate vendor contracts to minimize liability and risks.
Research and provide recommendations for potential event locations and evaluate alternatives.
Investigate, document and report complaints regarding all aspects of events including customer service, crowd control and staff issues.
May inspect event facilities for maintenance, janitorial and fire safety issues, ensuring enforcement of Environmental Health and Safety and other facility regulations. Arrange for correction if issues are found.
Communicate with visiting entities such as vendors, teams, coaches and officials for assigned events.

Education & Experience (Required)

Bachelor's degree and three years of relevant experience or combination of education and relevant experience such as, planning events, conferences, programs etc.

Knowledge, Skills and Abilities (Required)

Demonstrated success managing event teams and planning, developing budgets, and meeting budget goals.
Excellent project management skills, and the ability to manage complex timelines and multiple projects.
Ability to work both independently and as part of a team.
Must be well organized and detailed oriented.
Exceptional customer service skills with the ability to cultivate partnerships.
Demonstrated high level of confidence in making strategic decisions, good judgment, and innovative and creative problem-solving skills.
Must be comfortable with technology such as Microsoft Word, Excel, Outlook, conference event tools, and web-based tools.

Desired Qualifications

Coordination and planning of CME or other professional conferences/events experience.
Certification in meeting planning.
Solid knowledge of ACCME and AMA accreditation requirements.
Preferred knowledge of customer relationship management (CMS)or learning management systems (LMS).

Certifications & Licenses:

Valid Non-Commercial Class California Driver’s License.

Physical Requirements

Frequently stand/walk, sit, perform desk-based computer tasks, and use a telephone.
Occasionally kneel/crawl, twist/bend/stoop/squat, grasp lightly/fine manipulation, and grasp forcefully, lift/carry/push/pull objects that weigh 21-40 pounds.
Ability to obtain and maintain a California Non-commercial Class license and drive day or night.

A majority of the work for this position will be done in a typical office environment on campus. In addition, on a regular basis, we have events across campus, at hotels, and various other meeting type places. As a result, physical mobility and ability to navigate between one place to another quickly is very important. Moreover, light lifting of conference materials will be required, up to 20 lbs. It should be noted that most of this activity is on Stanford Campus, but we do occasionally have events around the state and outside of the state.

Working Conditions

May require some travel and working evenings and weekends.
This role needs to be within the Stanford Work Location Region: Santa Clara, San Mateo, San Francisco, Alameda, Contra Costa, Marin, Napa, Sonoma, Solano and Santa Cruz.

Working Standards

When conducting university business, must comply with the California Vehicle Code and Stanford University driving requirements.
Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University’s Administrative Guide, http://adminguide.stanford.edu.

Why Stanford is for You

Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:

Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.
A caring culture. We provide superb retirement plans, generous time-off, and family care resources.
A healthier you. Climb our rock wall or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.
Discovery and fun. Stroll through historic sculptures, trails, and museums.
Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more!

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

As an organization that receives federal funding, Stanford University has a COVID-19 vaccination requirement that will apply to all university employees, including those working remotely in the United States and applicable subcontractors. To learn more about COVID policies and guidelines for Stanford University Staff, please visit https://cardinalatwork.stanford.edu/working-stanford/covid-19-guide/interim-policies/covid-19-vaccination-and-surveillance-testing

Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.

Please note: Visa sponsorship is not available for this position. All candidates must be eligible to work and live in the U.S.

Additional Information