Project Coordinator, Medical Education and Training
Cardiovascular Research Foundation
Summary
The Project Coordinator, Medical Education and Training, provides administrative and logistical support for CRF's satellite symposia, hands on training programs, and other educational initiatives. Working closely with the Project Manager, this role assists in the coordination and implementation of program activities across all CRF meetings. The Project Coordinator is responsible for maintaining schedules, tracking deliverables, collecting materials, and ensuring effective communication among internal teams, faculty, vendors, and industry partners. This position will also be cross trained on CRF's grant submission and tracking process to provide integrated support for related educational activities and ensure continuity across projects.
Job description
Essential Duties and Responsibilities
Program Support and Coordination
- Support the planning and execution of satellite programs and hands-on training sessions across all CRF meetings.
- Assist the Project Manager in developing and maintaining project timelines, schedules, and task tracking tools.
- Coordinate internal workflows to ensure program deliverables, milestones, and logistical details are completed on schedule.
- Gather and manage program information and materials, including slides, branding assets, and detailed agendas.
- Track deliverables and deadlines, providing timely updates on progress and potential issues.
Logistics and On-Site Coordination
- Assist with meeting logistics, including room assignments, AV requirements, production schedules, and vendor coordination.
- Help prepare program materials, signage, and documentation for distribution.
- Provide on-site support during CRF meetings and training programs, including assisting with setup, registration, and troubleshooting needs in real time.
- Work collaboratively with internal partners—such as logistics, CME, program, AV, and marketing—to ensure accurate program execution.
Communication and Stakeholder Liaison
- Serve as a liaison between CRF staff, faculty, and industry partners to communicate program requirements, schedules, and deliverables.
- Collect and distribute relevant updates, materials, and confirmations to stakeholders.
- Support the Project Manager in tracking communications and maintaining accurate records of partner and faculty correspondence.
Documentation and Administrative Support
- Maintain organized and up-to-date documentation for all assigned projects, including work plans, contact lists, and agreements.
- Assist in the preparation of status reports, timelines, and internal summaries.
- Support program data entry, file management, and other administrative functions within departmental systems (CRM, shared drives, project management tools).
- Support the preparation of post-event summaries and documentation for program review and reporting purposes.
Cross-Functional and Departmental Support
- Coordinate with related functions—including Grants, Affiliates, Exhibits, and Sponsorships—to ensure consistency and cross-departmental awareness of educational programs.
- Provide assistance with the grants submission and tracking process, including monitoring timelines, documentation, and data entry under guidance from senior team members.
- Participate in cross-training initiatives to understand the broader spectrum of CRF's educational, sponsored, and grant-funded activities.
- Contribute to process improvements and documentation updates that support departmental efficiency and best practices.
Requirements
- Bachelor's degree in communications, marketing, business administration, or a related field (or equivalent work experience).
- 1–2 years of experience in event coordination, project administration, or educational program support.
- Experience in healthcare or life sciences preferred.
- Exposure to or experience with grant processes, submissions, or educational funding mechanisms a plus.
- Highly organized with strong attention to detail and ability to manage multiple tasks simultaneously.
- Strong written and verbal communication skills.
- Demonstrated ability to work collaboratively in a cross functional team environment.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Familiarity with project management or CRM systems preferred.
- Proven ability to manage workload efficiently and meet deadlines in a fast paced environment.
- Willingness to travel for on site program support and event execution as required.
Benefits
- Medical, Dental & Vision
- Short & Long Term Disability
- Life Insurance
- Flexible Spending Accounts
- TransitChek Program
- 401(k) Plan
- Paid Time Off
- 14 Paid Holidays
Company overview
The Cardiovascular Research Foundation (CRF) is a global leader in interventional cardiovascular medicine, established as a 501(c)(3) nonprofit organization dedicated to improving survival and quality of life for people suffering from heart and vascular disease. Founded in 1991 and headquartered in New York City, CRF operates through three core divisions: the Skirball Center for Innovation, which guides early-stage medical innovations through preclinical research; the Clinical Trials Center, which plans and executes clinical investigations from first-in-human studies to large international trials; and the Center for Education, which delivers world-class training through more than 50 annual meetings and conferences. CRF's flagship educational program is the Transcatheter Cardiovascular Therapeutics (TCT) scientific symposium, recognized as the world's premier educational meeting specializing in interventional cardiovascular medicine. The organization also operates TCTMD, the most comprehensive online news source in interventional cardiology. Through its integrated model of innovation, investigation, and education, CRF accelerates the translation of breakthrough therapies into clinical practice, equipping healthcare professionals with advanced skills and knowledge to enhance patient outcomes worldwide.