JOB DESCRIPTION
Job Family: Communications / Marketing
Job Function: Events Management
Job Title: Manager, Continuing Medical Education
Pay Band: 8
FLSA Status: Exempt
General Description (Purpose and Function):
The Manager of Continuing Medical Education (CME) will develop, plan, implement and administer continuing
medical education conferences, programs and courses. The incumbent in this position will also oversee the
observership and short-term scholar programs.
Primary Duties and Responsibilities (For Non-exempt Employees Include Percent of Effort):
CME PROJECT MANAGEMENT
 Creates materials and registration packages for CME meetings
 Oversees production of program syllabus and other program materials, including presentation abstracts, outlines,
PowerPoint presentations, faculty lists, evaluation forms, and others
 Oversees financials for each meeting account, process payments, and produce income and expense reports
 Prepares and submits final report for each CME program
 Coordinates marketing plan and production of promotional materials
 Coordinates bulk mailings, advertisements, and meeting announcements
 Communicates extensively with faculty to acquire program copy, faculty disclosure forms, conflict of interest
resolutions, syllabus materials and other materials to ensure ACCME guidelines compliance
 Manages speaker requirements such as letter of invitations, speaker disclosure forms, AV needs, housing,
transportation, and other needs as requested
 Promotes educational programs internationally, including travel out of the country to represent the University of
Miami Miller School of Medicine when needed
 Manages exhibits at CME courses
 Produces and mails exhibitor prospectus, assigns space, coordinates delivery service with Convention
Contractor, insures delivery and placement of equipment, prepares exhibitor packets, coordinates sign-in, and
acts as on-site Show Coordinator
 Manages on-site registration desk during CME programs
 Supervises exhibit floor show – answers questions, resolves problems, and oversees food events in exhibit areas
 Supervises food & beverage and social functions held throughout the meeting day(s)
 Supports the CME Director in program planning and accreditation, and contacts other organizations to avoid
conflict with national meetings
 Supports the CME Director with coordination of corporate support, and as needed, performs follow up with
educational supporters.
 Supports CME Director with completion of ACCME course application
OTHER CME ADMINISTRATIVE DUTIES
 Create and manage e-mail lists to broadcast meeting announcements electronically.
 Supervises the CME administrative assistant in the following:
 Dispensation of payments for CME programs and other departmental activities
 Processing of deposits for registration payments and educational support. Maintenance of income deposits
log
Job descriptions are not intended, and should not be construed to be an exhaustive lists of all responsibilities, skills, and efforts or working conditions
associated with a job. Management reserves the right to revise duties as needed.
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Coordination of meeting supplies and materials
Handling of check requisitions for payment of invoices
Follow-up on pending invoices and maintenance of payment record
Dissemination of continuing education program information to employees, community physicians, University
faculty, corporate sponsors, and exhibitors (flyers, ads, direct mail, e-mail, fax broadcasts, postings on
website)
Addressing of requests for course information, including housing and transportation requests
Maintenance of database and updating of contact information
Coordination of shipment and distribution of meeting materials and registration packets, etc
Processing of CME program registrations and payments
Production of program materials and registration packages for CME meetings
CLINICAL OBSERVERSHIP PROGRAM MANAGEMENT
 Conceives and present business plan for observership programs including development of mission, vision and
objectives
 Prepares budget for observership programs and directs maintenance of records of expenditure, receipts and
program participation
 Collaborates with marketing department in designing marketing plans for observership programs
 Oversees the design of new observership program websites
 Plans and oversees the design and production of marketing materials (brochures)
 Designs and prepares information/application package for applicants interested in the observership programs
 Manages curriculum development with faculty advisor
 Communicates extensively with faculty and plan rotation schedule for observers
 Designs and maintains database of all applicants
 Responds to inquiries and process observership program applications
 Corresponds with directors of foreign residency programs.
 Prepares information packet for each applicant for faculty review to include: a copy of prospective observer’s
application, applicant’s CV, copy of the medical license, signed observership agreement, and the request for
specific dates
 Obtains faculty approval for each visiting physician
 Creates welcome package for all incoming observers
 Manages production of program materials (syllabus)
 Plans orientation for new observers including a tour of the facility
 Assists observers with personal needs such as housing, auto rental, parking arrangements, etc.
 Provides certificates of attendance.
EXTENDED OBSERVERSHIP PROGRAM (SHORT TERM SCHOLAR)
 Designs and presents business plan for the short-term scholar program
 Collaborates with the marketing department in designing a marketing plan for the short-term scholar program
 Oversees the design of new short-term scholar program website
 Plans and oversees the design and production of marketing materials (brochure)
 Manages curriculum development with faculty advisor
 Communicates extensively with faculty and coordinates rotation schedule for short-term scholars
 Designs and maintains database of all applicants.
 Processes payment for short-term scholar application fee
 Designs and prepares information/application package for applicants interested in the short-term scholar program
Job descriptions are not intended, and should not be construed to be an exhaustive lists of all responsibilities, skills, and efforts or working conditions
associated with a job. Management reserves the right to revise duties as needed.
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Prepares information packet for each applicant for faculty review to include: a copy of prospective observer’s
application, a copy of the applicant’s CV, a copy of the medical license, a letter establishing funding from the
parent institution, and the request for specific dates
Ensures that funding is equal to $3,000.00 per month in US dollars for each month that the scholar is here
Obtains budgetary approval
Oversees processing of short-term scholar applications to include:
 Upon review and approval of the short-term scholar application, processes request for the Scholar Form DS2019, and obtain signatures from the host faculty, and the department chairperson
 Prepares a letter of offer to the scholar and obtain the signatures of the Faculty Advisor and the Vice
President of Human Resources
 Processes payment for International Student and Scholar’s Services Department fee
 Obtains approval from Associate Vice President of Human Resources
 Submits original documents to the International Student and Scholar’s Services Department
 Coordinates appointment for short-term scholar for International Student and Scholar’s Services Department
orientation
 Obtains signatures for all needed UM HR forms and ensures compliance with UM Faculty Affairs office to
allow short-term scholars official entry into the University of Miami system
Creates welcome package for all incoming short-term scholars
Plans orientation for new short-term scholars including a tour of the facility
Assists short-term scholars with personal needs such as housing, auto rental, parking arrangements, etc
Provides certificates of attendance
Other duties as assigned
Knowledge, Skills, and Abilities:
 Excellent written and verbal communication skills
 Strong interpersonal skills; ability to collaborate well with others
 Solid computer skills
Education Requirements (Essential Requirements):
 Bachelor’s degree in Engineering, Business, Finance or related field
Work Experience Requirements (Essential Requirements):
 Three years of work related experience
Job descriptions are not intended, and should not be construed to be an exhaustive lists of all responsibilities, skills, and efforts or working conditions
associated with a job. Management reserves the right to revise duties as needed.