Career Center

SCCME is seeking a Compliance and Meeting Planning Specialist. Reporting to the Events Project Manager, the Compliance and Meeting Planning Specialist role is ideal for a detail-savvy organizer who is thorough about logistics, planning and processes to ensure CME activities are completed successfully, and with exceptional customer service.

The individual in this role will take an organized and service-oriented approach to:

• Ensure compliance with each CME activity has been met according to ACCME accreditation criteria/standards and organization policies. Consult with activity stakeholders, coach/enforce standard operating procedures, create/collect documentation, and process/record items for documentation in a central repository for files and database.
• Manage the logistics of meetings as assigned. This will include but not be limited to coordination of logistics, coordinating services for the activity, such as selecting facilities or scheduling rooms, determine and select catering needs, coordinate event marketing, prepare event materials, order and coordinate audio/visual needs, make travel arrangements for guest speakers, handle invitations, and track event attendance. Respond to requests quickly and professionally.
• Maintain internal database and shared drive file according to established organization procedures as set by management. Provide updates, organize and audit to ensure data and files are in compliance and meet standards.

Core Duties

• Initiate and lead meetings with stakeholders to plan scope and format of events, establish and monitor budgets, and/or review administrative procedures and event progress.
• Serve as project leader on specific events, coordinating teams that plan, implement, and manage all aspects of events such as: marketing, vendors, fan experience, ticket office, concessions, press and/or media.
• Responsible for budget planning and management, venue management and equipment and facilities management for specific events.
• Oversee development of registration strategy and logistics.
• Build and maintain relationships with internal and external partners.
• Procure and coordinate vendor services. Negotiate vendor contracts to minimize liability and risks.
• Research and provide recommendations for potential event locations and evaluate alternatives.
• Investigate, document and report complaints regarding all aspects of events including customer service, crowd control and staff issues.
• May inspect event facilities for maintenance, janitorial and fire safety issues, ensuring enforcement of Environmental Health and Safety and other facility regulations. Arrange for correction if issues are found.
• Communicate with visiting entities such as vendors, teams, coaches and officials for assigned events.

Education & Experience (Required)

Bachelor's degree and three years of relevant experience or combination of education and relevant experience such as, planning events, conferences, programs etc.

Knowledge, Skills and Abilities (Required)

• Demonstrated success managing event teams and planning, developing budgets, and meeting budget goals.
• Excellent project management skills, and the ability to manage complex timelines and multiple projects.
• Ability to work both independently and as part of a team.
• Must be well organized and detailed oriented.
• Exceptional customer service skills with the ability to cultivate partnerships.
• Demonstrated high level of confidence in making strategic decisions, good judgment, and innovative and creative problem-solving skills.
• Must be comfortable with technology such as Microsoft Word, Excel, Outlook, conference event tools, and web-based tools.

Desired Qualifications

• Coordination and planning of CME or other professional conferences/events experience.
• Certification in meeting planning.
• Solid knowledge of ACCME and AMA accreditation requirements.
• Preferred knowledge of customer relationship management (CMS)or learning management systems (LMS).

Certifications & Licenses:

Valid Non-Commercial Class California Driver’s License.

Physical Requirements

• Frequently stand/walk, sit, perform desk-based computer tasks, and use a telephone.
• Occasionally kneel/crawl, twist/bend/stoop/squat, grasp lightly/fine manipulation, and grasp forcefully, lift/carry/push/pull objects that weigh 21-40 pounds.
• Ability to obtain and maintain a California Non-commercial Class license and drive day or night.

A majority of the work for this position will be done in a typical office environment on campus. In addition, on a regular basis, we have events across campus, at hotels, and various other meeting type places. As a result, physical mobility and ability to navigate between one place to another quickly is very important. Moreover, light lifting of conference materials will be required, up to 20 lbs. It should be noted that most of this activity is on Stanford Campus, but we do occasionally have events around the state and outside of the state.

Working Conditions

• May require some travel and working evenings and weekends.
• This role needs to be within the Stanford Work Location Region: Santa Clara, San Mateo, San Francisco, Alameda, Contra Costa, Marin, Napa, Sonoma, Solano and Santa Cruz.