Project Manager, Grants & Affiliated Meetings

Grant Development & Submission

• Manage the preparation, submission, amendment, and tracking of educational grant applications and supporting documentation.
• Develop educational activity descriptions, grant narratives, needs statements, and supporting materials based on faculty-developed agendas and educational objectives.
• Prepare and submit letters of intent, grant proposals, online applications, and required supporting documentation in accordance with grantor requirements.
• Develop and maintain grant submission timelines, proactively managing deadlines and required inputs from internal stakeholders.
• Coordinate with program teams and other internal departments to gather required materials and ensure complete and accurate submissions.
• Identify submission risks or delays and proactively develop solutions to keep projects on schedule.

Grant Administration & Compliance

• Manage grant administration from award through program completion and closeout.
• Process and maintain grant documentation, including letters of agreement, commercial support agreements, invoices, reporting requirements, and related correspondence.
• Maintain grant tracking systems, historical records, and internal reporting tools to ensure accurate documentation and audit readiness.
• Monitor funded programs and activities to ensure adherence to grant terms and conditions.
• Ensure compliance with ACCME Standards for Integrity and Independence, Sunshine Act requirements, organizational policies, and other applicable legal and regulatory requirements.
• Coordinate responses to grantor reviews, audits, and requests for documentation.
• Identify potential compliance concerns and escalate issues to appropriate leadership as needed.

Financial Management & Reporting

• Develop, monitor, and reconcile budgets associated with grant-supported programs and affiliated meeting activities.
• Track grant revenue, payments, expenses, and outstanding financial obligations.
• Partner with Finance, CME, program and Industry Relations teams to ensure accurate allocation, documentation, and reconciliation of funding.
• Prepare required financial and narrative reports for grantors and commercial supporters.
• Monitor financial performance against approved budgets and identify discrepancies requiring resolution.
• Maintain accurate financial documentation to support internal reporting and audit requirements.

Supporter & Stakeholder Management

• Serve as a primary point of contact for assigned commercial supporters, grantors, industry partners, meeting planners, and other external stakeholders.
• Manage day-to-day communications, deliverables, deadlines, and follow-up associated with assigned projects.
• Build and maintain productive working relationships with existing and prospective supporters through responsive and professional communication.
• Coordinate grant funding acknowledgment activities across educational programs, publications, conference materials, and digital platforms.
• Manage supporter recognition deliverables, including acknowledgment language, logo collection, graphic specifications, production materials, and related communications.
• Partner with Industry Relations leadership to address supporter questions, resolve issues, and ensure contractual and program commitments are fulfilled.

Affiliated Meeting Management

• Manage the planning, administration, and execution of affiliated meeting opportunities associated with organizational conferences and educational events.
• Oversee the full affiliated meeting lifecycle, including applications, space assignments, contracting, invoicing, logistics, fulfillment, and post-event reconciliation.
• Serve as a primary liaison among industry partners, meeting planners, venues, vendors, and internal stakeholders.
• Communicate affiliated meeting policies, requirements, deadlines, and logistical information to participating organizations.
• Review meeting requests and coordinate approvals, exceptions, and escalations with appropriate internal stakeholders.
• Coordinate venue requirements, including room assignments, room sets, audiovisual needs, food and beverage coordination, signage, access, and other meeting logistics as applicable.
• Monitor fulfillment of contractual obligations and ensure compliance with conference policies, venue requirements, and organizational guidelines.
• Maintain comprehensive records of affiliated meeting activity, revenue, contracts, deliverables, and communications.
• Identify and resolve operational issues before and during conferences to support successful meeting execution.

Project Management & Cross-Functional Coordination

• Develop and maintain project plans, timelines, trackers, budgets, and deliverable schedules for assigned initiatives.
• Lead cross-functional coordination among Industry Relations, Education, Finance, Marketing, Operations, Meetings, and other internal stakeholders.
• Establish project priorities and proactively manage multiple concurrent projects and deadlines.
• Track project status, identify risks and dependencies, and escalate issues when appropriate.
• Lead project meetings and provide clear status updates, action items, and follow-up.
• Ensure commitments made to supporters and other stakeholders are documented and fulfilled.
• Support planning and execution of related departmental initiatives, including medical education and training programs, exhibits, sponsorship activations, and other industry-supported activities.
• Support process improvements that increase efficiency, consistency, accuracy, and visibility across grants, affiliated meetings, and related departmental operations.
• Prepare reports, presentations, correspondence, and other materials related to assigned projects.

Conference & Event Management

• Attend and support CRF conferences, educational programs, planning meetings, and industry events as assigned.
• Serve as the onsite lead for assigned grant and affiliated meeting activities.
• Coordinate with internal teams, venues, vendors, and industry partners to ensure successful onsite execution.
• Troubleshoot and resolve onsite operational issues in a professional and timely manner.
• Ensure post-event deliverables, reporting, reconciliation, and follow-up are completed according to established timelines.