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MedAmerica logo
MedAmerica

Vituity is a 100% physician-owned partnership and is led by frontline physicians that are all equitable owners. We foster an environment where passion thrives, and success comes through shared purpose. Together, we leverage our strengths and experiences to make a positive impact in our local communities. Vituity has opportunities at 890 practices across the country, serving 14.5 million patients a year. Even when you are working remotely, you are an important part of the Vituity Community. Monthly wellness events and programs such as yoga, HIIT classes, and more. Trainings to help support and advance your professional growth. Team building activities such as virtual scavenger hunts and holiday celebrations. Flexible work hours. Opportunities to attend Vituity community events including LGBTQ+ History, Día de los Muertos Celebration, Money Management/Money Relationship, and more.

Program Coordinator, Meetings & Events

EventsEventsOtherRemoteTeam 201-500

Location

United States

Posted

96 days ago

Salary

0

No structured requirement data.

Job Description

Program Coordinator, Meetings & Events

MedAmerica

This description is a summary of our understanding of the job description. Click on 'Apply' button to find out more. Role Description This role involves project coordination, monitoring specific tasks, and tracking project status towards deadlines. - Act as the Meetings and Events liaison for assigned programs. - Collaborate with stakeholders and project team members to plan and contribute to the development and execution of all related activities. - Support meeting preparation and follow-up, including materials compilation, note taking, and action item tracking. - Coordinate meeting online registrations to include design, programming, invite lists, reports, and post-meeting evaluations. - Facilitate new attendee registrations, registration modifications, and cancellations. - Coordinate room blocks, submit and maintain accurate hotel rooming lists. - Reconcile post-meeting invoices, including department/practice allocations, chargebacks, and physician payroll deductions. - Reconcile post-meeting attendance reports and data. - Prepare, review, and edit correspondence, reports, presentations, and other business documents with a high level of accuracy and professionalism. - Coordinate the distribution of meeting documents across all appropriate communication platforms. - Coordinate event logistics including venue, contracts, catering, audiovisual, transportation, giveaways, and awards. - Assist with speaker coordinator and session logistics. - Maintain the organization of various SharePoint and Monday.com sites. - Lead meeting production including name badges, signage, and handouts. - Organize, pack, and ship materials, supplies, and equipment for events. - Coordinate with external vendors including shipping scheduling and logistics. - Process invoices, complete direct bill applications and hotel credit card authorizations, and monitor vendor payments. - Track reward points due and hotel commission due and partner with finance to ensure timely hotel commission invoicing and collection. - Travel to and provide onsite support for events. - Oversee the Meetings inbox, respond promptly, and direct inquiries to the right resources or team members. - Reconcile corporate credit cards monthly, ensuring accurate coding, documentation, and timely submission. - Provide general administrative support to the Meetings and Events team as needed. Qualifications - Must live in Bay Area, Chicago, or Dallas. - Two (2) or more years of experience in the meetings and events industry or equivalent combination of experience and education required. - Bachelor’s degree in related field of study; or a combination of education and work experience that demonstrates the attainment of the requisite knowledge, skills, and abilities required. - Experience working with Cvent preferred. - Ability to keep organized, set priorities, and multi-task in a fast-paced, multi-project environment under conditions requiring speed and accuracy. - Ability to work well as a team player. - Ability to adapt and learn new ideas and concepts quickly. - Ability to be self-motivated and take initiative. - Strong time and resource management skills. - Strong attention to detail. - Strong editing and proofreading skills. - Ability to problem solve independently and in team situations. - Ability to convey information effectively in verbal and written communications. - Ability to seek innovative ideas and look for improvement and streamlining opportunities in process and procedure. - Ability to establish and maintain effective working relationships as required by the duties of the position. - Ability to use office equipment and automated systems/applications/software at an acceptable level of proficiency. - Ability to read, understand, and communicate in English sufficient to perform the duties of the position. - Intermediate MS Excel, Word, PowerPoint, and Outlook skills. - Ability to travel to meetings and events as needed. The Community - Even when you are working remotely, you are an important part of the Vituity Community. - Monthly wellness events and programs such as yoga, HIIT classes, and more. - Trainings to help support and advance your professional growth. - Team building activities such as virtual scavenger hunts and holiday celebrations. - Flexible work hours. - Opportunities to attend Vituity community events including LGBTQ+ History, Día de los Muertos Celebration, Money Management/Money Relationship, and more. Benefits - Superior health plan options. - Dental, Vision, HSA/FSA, Life and AD&D coverage, and more. - Top Tier 401(k) retirement savings plans that offers a $1.20 match for every dollar up to 6% plus discretionary profit-sharing contributions (eligible January following 18 months of service). - Generous paid time off starting 3-4 weeks’ annually. - Student Loan Refinancing Discounts. - Professional and Career Development Program. - EAP and travel assistance included. - Wellness program. - Purpose-driven culture focused on improving the lives of our patients, communities, and employees.

Job Requirements

  • Must live in Bay Area, Chicago, or Dallas.
  • Two (2) or more years of experience in the meetings and events industry or equivalent combination of experience and education required.
  • Bachelor’s degree in related field of study; or a combination of education and work experience that demonstrates the attainment of the requisite knowledge, skills, and abilities required.
  • Experience working with Cvent preferred.
  • Ability to keep organized, set priorities, and multi-task in a fast-paced, multi-project environment under conditions requiring speed and accuracy.
  • Ability to work well as a team player.
  • Ability to adapt and learn new ideas and concepts quickly.
  • Ability to be self-motivated and take initiative.
  • Strong time and resource management skills.
  • Strong attention to detail.
  • Strong editing and proofreading skills.
  • Ability to problem solve independently and in team situations.
  • Ability to convey information effectively in verbal and written communications.
  • Ability to seek innovative ideas and look for improvement and streamlining opportunities in process and procedure.
  • Ability to establish and maintain effective working relationships as required by the duties of the position.
  • Ability to use office equipment and automated systems/applications/software at an acceptable level of proficiency.
  • Ability to read, understand, and communicate in English sufficient to perform the duties of the position.
  • Intermediate MS Excel, Word, PowerPoint, and Outlook skills.
  • Ability to travel to meetings and events as needed.
  • The Community
  • Even when you are working remotely, you are an important part of the Vituity Community.
  • Monthly wellness events and programs such as yoga, HIIT classes, and more.
  • Trainings to help support and advance your professional growth.
  • Team building activities such as virtual scavenger hunts and holiday celebrations.
  • Flexible work hours.
  • Opportunities to attend Vituity community events including LGBTQ+ History, Día de los Muertos Celebration, Money Management/Money Relationship, and more.

Benefits

  • Superior health plan options.
  • Dental, Vision, HSA/FSA, Life and AD&D coverage, and more.
  • Top Tier 401(k) retirement savings plans that offers a $1.20 match for every dollar up to 6% plus discretionary profit-sharing contributions (eligible January following 18 months of service).
  • Generous paid time off starting 3-4 weeks’ annually.
  • Student Loan Refinancing Discounts.
  • Professional and Career Development Program.
  • EAP and travel assistance included.
  • Wellness program.
  • Purpose-driven culture focused on improving the lives of our patients, communities, and employees.

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