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Program Coordinator (CME & Special Projects) - Ophthalmology & Visual Sciences

University of Illinois Chicago
life insurance, paid time off, retirement plan
United States, Illinois, Chicago
Nov 14, 2026
Program Coordinator (CME & Special Projects) - Ophthalmology & Visual Sciences Program Coordinator (CME & Special Projects) - Ophthalmology & Visual Sciences Hiring Department: Ophthalmology & Visual Sci Location: Chicago, IL USA Requisition ID: 1043494 FTE: 1 Work Schedule: Monday - Friday; Occasional Weekends Shift: Days # of Positions: 1 Workplace Type: On-Site Salary Range (commensurate with experience): $60,000.00 - 70,000.00 / Annual Salary About the University of Illinois Chicago UIC is among the nation's preeminent urban public research universities, a Carnegie RU/VH research institution, and the largest university in Chicago. UIC serves over 34,000 students, comprising one of the most diverse student bodies in the nation and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI). Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. By emphasizing cutting-edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university. Recent "Best Colleges" rankings published by U.S. News & World Report, found UIC climbed up in its rankings among top public schools in the nation and among all national universities. UIC has nearly 260,000 alumni, and is one of the largest employers in the city of Chicago. This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents. The Program Coordinator (CME & Special Projects) is responsible for coordinating and supporting the Department of Ophthalmology & Visual Sciences' continuing medical education programs (CME), educational activities, special events, and departmental initiatives. This position works collaboratively with departmental leadership, faculty, staff, internal university units, and external organizations to plan, organize, and execute educational programs and strategic projects. Responsibilities include program administration, event planning, financial coordination, vendor communications, departmental outreach, and maintaining accurate program documentation. The Program Coordinator ensures that assigned programs and projects are completed efficiently, within established timelines and budgets, and in accordance with applicable University policies and procedures. Duties & Responsibilities: Continuing Medical Education (CME) & Educational Program Coordination Coordinate the planning, organization, and execution of departmental CME activities, educational conferences, symposiums, lectures, workshops, and professional development programs. Work closely with faculty, course directors, and departmental leadership to establish program objectives, schedules, timelines, and logistical requirements. Coordinate educational event logistics, including venue reservations, audiovisual services, catering, registration, speaker arrangements, and program materials. Assist with CME accreditation documentation and compliance requirements in coordination with the University's designated CME office. Maintain accurate records of educational activities, participant registration, attendance, evaluations, and other required documentation. Coordinate communications with invited speakers, faculty, attendees, professional organizations, and external partners. Assist with developing program budgets, tracking expenditures, processing invoices, and reconciling event-related financial activities. Evaluate program outcomes and recommend improvements to enhance future educational activities. Special Projects & Departmental Initiatives Coordinate departmental special projects and strategic initiatives supporting educational, clinical, research, and administrative operations. Collaborate with departmental leadership and faculty to develop project objectives, implementation schedules, deliverables, and timelines. Monitor project progress, identify potential delays, and provide regular updates to departmental leadership. Coordinate with internal university departments, external organizations, and vendors to ensure timely completion of assigned projects. Assist with organizing departmental special events, faculty activities, professional meetings, and institutional initiatives. Maintain comprehensive project records, schedules, reports, and supporting documentation. Support departmental initiatives aimed at improving operational efficiency, program development, and institutional visibility. Support the departmental Graduate Medical Education (GME) residency and fellowship interview and recruitment processes. Program Administration, Financial Coordination & Advancement Support Assist with preparing program and event budgets, tracking expenditures, and maintaining financial documentation. Apply for and process exhibitor sponsorships and grant funding opportunities to support Departmental symposiums, conferences, and special events through proper channels. Coordinate vendor onboarding through University Payables and Vendor Maintenance to ensure compliance with University policies and procedures. Initiate, submit, and track service contracts through the University's Contracts+ system Procure necessary goods, supplies, and services for symposiums, conferences, and departmental events using the University Purchasing Card or Travel Card ensuring compliance with University purchasing policies. Coordinate, prepare, and submit detailed event setup and facility service requests through the University's FMWeb system, ensuring all logistical and operational requirements are communicated to Facilities Management for the day of the symposium or event. Coordinate and process honorarium payments and non-employee travel arrangements and reimbursements for invited speakers, ensuring timely payment and compliance with University policies and procedures. Coordinate with departmental accounting personnel regarding purchase requisitions, vendor payments, reimbursements, and event-related financial transactions. Maintain records of program participation, expenditures, sponsorships, and other administrative activities. Assist with the preparation of program reports, financial summaries, and supporting documentation for departmental leadership, including profit/loss (P&L) reports. Perform other duties and special projects as assigned which includes but not limited to: Perform additional administrative responsibilities and special projects as assigned by the Director of Administrative Officer (DAO) or departmental leadership. Participate in departmental meetings, planning activities, and process improvement initiatives. Provide administrative support to departmental programs and operations as needed. Minimum Qualifications Required: Bachelor's degree. A total of one (1) year (12 months) experience coordinating educational programs, conferences, symposiums, professional development activities, or similar events including planning, scheduling, logistical coordination, and communication with internal and external stakeholders. (Note: Master's Degree in an area consistent with the duties of the position may be substituted for one (1) year of work experience.) Preferred Qualifications: Experience working in higher education, an academic medical center, healthcare, or a similar professional environment. Familiarity with Continuing Medical Education (CME) programming, accreditation requirements, and educational program administration. Experience with project coordination, scheduling, budget tracking, and vendor management. Strong organizational skills with the ability to manage multiple projects and competing deadlines. Excellent written and verbal communication skills. Demonstrated ability to work independently and collaboratively with faculty, staff, administrators, and external stakeholders. Strong attention to detail, problem-solving skills, and the ability to maintain accurate documentation. To Apply: For fullest consideration click on the Apply Now button, please fully complete all sections of the online application including adding your full work history with specific details of your duties & responsibilities for each position held. Fully complete the education, licensure, certification and language sections. You may upload a resume, cover letter, certifications, licensures, transcripts and diplomas within the application. Please note that once you have submitted your application you will not be able to make any changes. In order to revise your application you must withdraw and reapply. You will not be able to reapply after the posting close date. Please ensure the application is fully completed and all supporting documents have been uploaded before the posting close date. Illinois Residency is required within 180 days of employment. The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify. The university provides accommodations to applicants and employees. Request an Accommodation Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position, however, all employment decisions will be made by a person. 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