Note: The job is a remote job and is open to candidates in USA. ECRI is a nonprofit organization focused on preventing medication errors and enhancing patient safety. The Operations Coordinator will provide essential administrative and logistical support for various functions within ISMP, including event coordination, continuing education administration, and client communications.
Responsibilities
- Coordinate logistical aspects of ISMP in-person and virtual educational events, collaborations, and fundraising events (e.g., symposia, Cheers Awards, summits, stakeholder meetings) including event space, audio/visual setup, food and beverage, virtual platform coordination, attendee and/or vendor management, and marketing
- Serve as the primary point of contact for external stakeholders including hotel venues, AV vendors, external speakers, external participants, and vendors to ensure deadlines are met and contractual obligations are fulfilled
- Track and submit vendor invoices through Stampli to ensure timely and accurate payment processing
- Set up and configure virtual event platforms (e.g., Zoom) for ISMP virtual educational programs
- Ensure registered attendees receive electronic materials in advance and have access to event resources
- Communicate with registrants prior to events to confirm participation and address questions
- Partner with subject matter experts (SMEs) to complete CE accreditation applications and compile all required supporting documentation for submission to the CE vendor
- Manage the end-to-end CE application workflow including submission, invoice processing, and follow-up to ensure accreditation is secured prior to event dates
- Compile and format CE evaluation data into summary reports for educational grant sponsors following each CE-accredited event
- Coordinate consultant availability across ISMP consulting engagements and maintain up-to-date scheduling records
- Track and manage consultant travel details and distribute itineraries and logistics summaries to consultants in advance of site visits
- Arrange ground transportation for consultants as needed based on engagement requirements
- Initiate and track ISMP marketing requests through the marketing ticketing system
- Follow up consistently with the marketing team to monitor progress and ensure all deliverables are completed on time and meet ISMP standards
- Support contracting and customer relationship management (CRM) software workflows
- Serve as the primary point of contact for client support inquiries, ensuring timely and professional responses
- Coordinate internal and external meetings, including scheduling, agenda preparation, and follow-up documentation
- Track and monitor department financials, including expense reporting, invoice submissions, and budget tracking support
Skills
- Minimum of 3 years of experience in an operations, administrative, or coordination role, preferably in a healthcare or nonprofit environment
- Demonstrated ability to manage multiple concurrent projects and deadlines with strong attention to detail
- Strong organizational and cross-functional coordination skills; experience working with internal teams and external stakeholders
- Excellent written and verbal communication skills; experience with client and vendor correspondence preferred
- Associate degree or equivalent work experience is required
- Proficient with Microsoft Office 365 Suite of products
- Virtual event platforms (e.g., Teams, Zoom)
- Experience supporting educational programming, event logistics, or continuing education (CE) accreditation
- Experience with invoice processing, financial tracking, or vendor management
- Bachelor's degree in healthcare administration, business, communications, or a related field
- Invoice processing systems (e.g., Stampli) preferred
- Customer Relationship Management (CRM) systems preferred
Benefits
- Medical, dental, vision, life insurance, accidental death and dismemberment, and disability coverage.
- Our employees can participate in an employer-matching 403(b) Retirement Savings Plan.
- Paid time off and holiday pay
- Paid leave for parents
- Tuition assistance
- Employee assistance program
- Access to LinkedIn Learning
- Other voluntary benefit programs (e.g. accident insurance, identify theft insurance, flexible spending accounts)
- Health and welfare benefits
- 403(B) retirement savings
- Paid time off (PTO)
Company Overview