Department: Office of Continuing Medical Education
Monday - Friday 8:30 to 5:00 40 hrs.
This position will assist in the planning and preparation for an estimated 20-30 programs per year in the Office of Continuing Medical Education.
Responsibilities include, but are not limited to:
Prepare complimentary advertisements for medical journals and obtain prices for display advertising.
Prepare and send applications for other CME ancillary credit, obtaining appropriate signatures when necessary.
Contact hotels as well as Hopkins associates for availability of meeting/workshop space for upcoming programs.
Block sleeping rooms at various hotels for upcoming programs and have contract forwarded to the appropriate coordinator.
Assist with obtaining label counts and placing orders with mail houses, associations and societies.
Prepare hospital (AHA) labels according to demographics and hospital contacts, as well as journal labels and others.
Assist with the preparation and proofreading of brochures. Distribute new brochures to everyone in the CME office.
Obtain addresses, phone and fax numbers, and email addresses for all faculty. Make faculty hotel reservations and forward confirmation numbers to each.
Arrange any necessary transportation for guest faculty.
Type and mail correspondence to course faculty, registrants and exhibitors. Faculty: prepare disclosure statements, AV/hotel forms, confirmation letters, invitations, reminder letters, consent forms, CV's
Exhibitors: process online grant requests, prepare and mail Letters of Agreement, exhibit forms, programs, follow-up letters.
Keep a record of faculty responses regarding full disclosure, AV needs, hotel accommodations, handout materials and social events. Make follow-up phone calls, faxes, emails to those faculty not responding to these requests.
Process payment of guest faculty honorarium, arrange hotel accommodations, etc. This includes entering data in SAP for check requisitions/preparing travel expense forms, coding invoices for payment and obtaining appropriate signatures. Make necessary copies and sending to Accounts Payable for processing.
Maintain a record of supplies and postage used while preparing for each program.
Arrange transportation with hotel(s). For programs where the hotel does not provide transportation, coordinate directly with a bus company.
Contact satellite parking regarding number of registrants possibly using the lot on course days.
Maintain necessary communication with other departments (Graphic Arts, Creative, Corporate Mailing services, path photo, media) regarding course related information.
Prepare syllabus for each course, including acknowledgement, cover page, description/objectives, faculty listing, full disclosure, program, evaluation and title pages with lecture objective.
Contact hotel and obtain sleeping room pick-up one week prior to a course.
Prepare and send appropriate number of welcome letters along with shuttle schedules to hotel(s).
Duplicate schedules, registrant lists, workshop assignments, sign-in sheets and necessary forms/handouts for distribution at the course.
When a syllabus is not provided, prepare, duplicate, and assemble a course folder, containing program and other pertinent information, for each registrant at the course.
Assist with proofreading of course desk copy (list of registrants). Make necessary corrections and communicate with customer service representative.
Prepare all necessary posters/signs for course registration.
Assist with workshop assignments and scheduling of workshop rooms.
Prepare and duplicate on-site registration forms for each program.
Update and prepare course specialty lists.
Order/Request brochures, informational guides, and advertisement (usually for attractions in the pertinent city/town) for display at a course along with related brochures of future CME programs.
Pack for off-site courses; arrange for shipping and pick-up; unpack boxes upon return.
In the absence of the coordinator, provide oversight for activities, in addition to sorting mail, check voice mail and responding to email, when applicable) Request parking tickets, etc.
Order flower arrangements for courses and see that they arrive in time for the course.
Prepare invitations, tickets, place cards, menus for social events. This includes searching for graphics on internet, scanning pictures, and color printing for the most attractive results possible.
Prepare exhibitor name badges and place in badge holders.
Assist with set-up of registration desk and exhibit area.
Deliver registration list and exhibitor list to the Security Booth when held at Turner Building
Assist with on-site and off-site course registrations. This may require travel to and from the meeting sites, working weekends and sometimes assisting at out-of-state programs.
Cover the registration desk when needed.
Assist with the breakdown of registration area and put supplies back in their place.
Assist at social events when necessary.
Prepare and send course director's questionnaire immediately after course.
Obtain final sleeping room pick-up from hotel(s).
Prepare evaluations for scanning. Scan template and completed evaluations to produce totals and percentages for each course evaluation. Type evaluation summary for review by coordinator and mail to course director for review.
Coordinate the return of exhibitor/workshop equipment.
Arrange for delivery of remaining course materials to course director's office.
Responsible for the mailing of purchased syllabi, invoicing and collecting payment.
Retrieve and input information on the program report for each completed course. This is a detailed synopsis of the program, which requires gathering and tabulating information from a variety of sources.
Three months after each course, prepare and mail an outcome survey to all physicians who attended the course. This survey is an important way for us to determine whether or not the course has had an effect on the registrant and/or their practice. One month after mailing, scan/tabulate data and type results.
Make any necessary phone calls; answer assigned telephone lines; Back up to front office for incoming customers and scheduled appointments. Accept and mail brochure requests. Hand deliveries, when necessary Duplication of all needed materials; send necessary copying to the Copy Center. Arrange Fed Ex deliveries and Global messengers.
Assist with mass mailings as needed.
Attend meetings with course directors, along with coordinator.
Prepare and update necessary forms.
Train new assistants.
Assist coordinators with computer software questions or problems, when necessary.
Keep record of the postage machine readings and take out the mail.
Maintain machines in copy room (fill paper, change toners, etc.), when necessary.
Keep track of office supply stock; inform appropriate staff for ordering when low.
Other duties as assigned
High School Diploma/GED required. Requires minimum of two (2) years of related experience. Additional education can substitute for experience. Excellent typing skills, interpersonal skills, articulate. Work experience involving interaction with the public.
Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130... years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Baltimore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.