Educational Event Coordinator– Medical Conferences and Exhibits

**Position Overview** Innovative Healthcare Institute (IHCI) is seeking a highly organized, technology\-savvy Educational Event Coordinator to support the planning and execution of professional healthcare and scientific educational programs. IHCI programs include webinars, virtual educational activities, scientific conferences, workshops, advisory meetings, and other professional educational events. **This position is specifically focused on healthcare, scientific, and professional education—not weddings, social gatherings, or private celebrations.** The Educational Event Coordinator will help move each program from planning through successful execution and follow\-up. The ideal candidate is proactive, dependable, comfortable with technology, and able to coordinate physicians, faculty members, industry sponsors, vendors, and internal teams while keeping multiple deadlines and details organized. **Key Responsibilities** **Educational Program Coordination** * Coordinate virtual and in\-person educational programs from planning through completion. * Develop and maintain timelines, checklists, schedules, and deliverables. * Coordinate program dates, agendas, faculty availability, rehearsals, registration, and key deadlines. * Follow up with stakeholders to ensure required tasks and materials are completed on time. * Identify potential delays or problems early and help resolve them. * Maintain organized program files and documentation. **Virtual Events and Webinars** * Independently set up and manage webinars and virtual programs using Zoom Webinar, Microsoft Teams, Webex, or similar platforms. * Configure registration, reminders, polls, surveys, recordings, and attendee communications. * Conduct technical rehearsals with speakers. * Provide live technical and production support. * Manage presentations, speaker transitions, audience questions, polling, recording, and troubleshooting. * Coordinate recordings and materials for enduring education and placement on IHCI's InnoScholar learning platform. **In\-Person Events** * Coordinate conferences, workshops, educational meetings, and other professional events. * Communicate with venues, audiovisual providers, caterers, exhibitors, and other vendors. * Coordinate registration, room setup, signage, faculty schedules, materials, and onsite logistics. * Prepare event\-day schedules and assignments. * Provide onsite event support and assist with problem resolution. * Coordinate post\-event evaluations, attendance records, documentation, and follow\-up. **Faculty and Speaker Coordination** * Serve as an administrative contact for course directors, speakers, moderators, and panelists. * Coordinate invitations, confirmations, biographies, photographs, presentation titles, learning objectives, disclosures, and presentation materials. * Track deadlines and follow up on outstanding items. * Schedule faculty meetings and technical rehearsals. * Coordinate travel, lodging, honoraria, and reimbursement documentation when applicable. **Sponsors and Partners** * Support communication with pharmaceutical, biotechnology, healthcare, and other organizational partners. * Track sponsor commitments, contracts, logos, exhibit requirements, and agreed deliverables. * Help ensure approved sponsor benefits and deliverables are completed accurately and on time. * Assist with sponsor and partner follow\-up and approved post\-program reports. **Team Coordination** * Work closely with IHCI's operations, marketing, education, journals, technology, and leadership teams. * Coordinate with marketing staff to ensure event information is accurate across invitations, registration pages, agendas, email communications, and promotional materials. * Provide clear updates regarding progress, deadlines, outstanding items, and potential problems. * Communicate professionally with faculty, attendees, sponsors, vendors, and organizational partners. **Required Qualifications** * Experience coordinating professional, corporate, healthcare, scientific, academic, association, or continuing education events. * Hands\-on experience independently managing professional webinars or virtual events, including event setup, speaker rehearsals, live production, and troubleshooting. * Experience coordinating in\-person professional meetings, conferences, workshops, or educational programs. * Strong organizational, project coordination, and time\-management skills. * Excellent written and verbal communication skills. * Strong technology skills and ability to learn new platforms quickly. * Exceptional attention to detail and follow\-through. * Ability to manage multiple projects and deadlines independently. * Ability to communicate professionally with physicians, speakers, executives, sponsors, vendors, and other external partners. * Ability to remain calm and solve problems effectively during live events. * Proficiency with Microsoft Office and common virtual meeting platforms. * Availability for occasional evening or weekend programs and Cincinnati\-area in\-person events. **Preferred Qualifications** Experience in one or more of the following is preferred but not required: * Medical or continuing healthcare education * Scientific or healthcare conferences * Oncology education * Continuing Medical Education (CME) processes * Faculty and speaker coordination * Pharmaceutical, biotechnology, medical technology, or healthcare sponsors * Learning management systems * Event registration, survey, or project\-management platforms * Zoom Webinar, Microsoft Teams, Webex, Canva, Adobe Acrobat, Airtable, or similar tools * Conference venues, audiovisual production, exhibitors, or sponsorship fulfillment A bachelor's degree in a relevant field is preferred; substantial relevant professional experience may be considered in place of a degree. **Ideal Candidate** The successful candidate is proactive, organized, responsive, dependable, and comfortable taking ownership of details. They anticipate what needs to happen next, communicate early when a problem arises, follow up professionally, and stay with a task until it is completed. This role is well suited for someone who enjoys making programs happen behind the scenes: Plan → Coordinate → Follow Up → Execute → Complete Because IHCI programs involve physicians, healthcare professionals, scientific content, and industry partners, professionalism, accuracy, confidentiality, and attention to detail are essential. **About IHCI** Innovative Healthcare Institute (IHCI) develops healthcare education, scientific programs, professional networks, publications, and initiatives focused on improving healthcare through education, innovation, quality, and collaboration. IHCI's activities include virtual education, scientific conferences, webinars, enduring educational programs, professional forums, and other initiatives involving healthcare professionals, academic leaders, patient advocates, and industry partners. IHCI is an equal opportunity employer and values professionalism, collaboration, innovation, accountability, and respect. Job Types: Part\-time, Contract Pay: $20\.00 \- $25\.00 per hour Application Question(s): * Please provide summary of the medical/educational events you managed virtually and physically. Work Location: Hybrid remote in West Chester, OH 45069