CE Coordinator

Summary

Description

• Track timelines, milestones, and deliverables across multiple client engagements, keeping project trackers current and accurate.
• Flag upcoming deadlines, open items, and potential delays to project leads early enough to act on them.
• Prepare concise status updates and summaries for internal team check-ins and client meetings.

• Format, proofread, and finalize client-facing documents, reports, and presentations to Twelve:01’s quality and brand standards.
• Serve as a responsive point of contact for routine client requests, logistics, and document collection, escalating substantive questions to the appropriate Twelve:01 lead consultant.
• Send timely reminders and follow-ups to clients, faculty, and planners on outstanding materials.

• Schedule internal and client meetings across time zones and calendars.
• Prepare agendas, circulate materials in advance, take notes, and track action items to completion.
• Coordinate logistics for virtual and in-person workshops, planning committee meetings, and webinars.

• Organize and maintain client files, shared drives, and templates with consistent naming conventions and version control.
• Enter and update data accurately in ACCME’s Program and Activity Reporting System (PARS), client learning and association management systems, and internal trackers, as directed.
• Maintain contact lists, reference materials, and internal records so information is easy to find when the team needs it.

• Support internal operations, including onboarding materials, process documentation, template libraries, and time and project tracking.
• Help coordinate Twelve:01 initiatives such as webinars, newsletters, website resources, marketing efforts, and conference presentations.
• Identify opportunities to streamline recurring tasks and improve how the team works.

Working under the direction of the Vice President, and using established processes, checklists, and templates, you will:

• Distribute, collect, and track disclosure of financial relationships forms from individuals in a position to control content; follow up on incomplete submissions and route completed forms to the responsible Twelve:01 lead consultant for review.
• Assemble activity files and documentation packets so they are complete, organized, and ready for review.
• Coordinate the development and submission of educational grant requests to independent medical education (IME) departments within life sciences companies and government funding agencies, including managing submission requirements, supporting documentation, timelines, and application tracking.
• Support accreditation and reaccreditation preparation by compiling and formatting documents, organizing evidence, reviewing performance-in-practice files, and tracking submission deadlines.
• Coordinate evaluation and outcomes data collection, including compiling results for analysis by clients.
• Maintain activity records, attendance, and credit documentation across clients’ learning management systems.
• Build your working knowledge of CME/CE terminology and requirements, including the ACCME’s Standards for Integrity and Independence in Accredited Continuing Education, through training and hands-on experience.
• Ability and willingness for potential travel on occasion for client meetings, workshops, or other business needs; travel is expected to be minimal, possibly 1–2 trips per year.

• Bachelor’s degree.
• Two or more years of experience in project coordination, administrative, or operations support, ideally in professional services, healthcare, associations, or education.
• Demonstrated success managing multiple projects and deadlines at the same time.
• Advanced proficiency in Microsoft 365 (Word, Excel, PowerPoint, Outlook, Teams) and comfort with technology platforms and learning new systems quickly.
• Excellent written communication and proofreading skills.

• Experience with learning or association management systems, or project management tools such as Asana, Click-Up, Monday.com, or Smartsheet.
• Experience coordinating meetings or events logistics.
• Experience in accredited CME/CE.
• Familiarity with ACCME, Joint Accreditation, or other accreditation frameworks, including the Standards for Integrity and Independence.

• Exceptional organization. You create order from complexity and build systems others can rely on.
• Attention to detail. You catch the missing signature, the wrong date, and the inconsistent heading before anyone else does.
• Clear, professional communication. You write and speak with clarity and courtesy, and you know when to follow up and when to escalate.
• Technology proficiency. You are fluent in core business software and pick up new systems with confidence.
• Initiative. You anticipate what’s needed next and act on it without waiting to be asked.
• Managing multiple priorities. You keep several engagements moving at once and adjust calmly when priorities shift.
• Discretion. You handle confidential client and financial information with care.

• Meaningful work. Contribute to education that strengthens healthcare professional practice and, ultimately, supports better patient care.
• Exposure to the breadth of CME/CE. Work across a diverse mix of healthcare organizations, medical associations, accredited providers, and consulting engagements that will broaden your experience and perspective.
• A true entrepreneurial environment. We’re building and growing, which means we value people who are comfortable taking initiative, solving problems, adapting as priorities evolve, and helping create better ways of working.
• A culture of ownership and trust and mutual respect. We value people who take responsibility for their work, communicate openly, and can be counted on to move things forward without needing constant direction.
• A small team where your contribution matters. Your work will be visible, your ideas will be heard, and you’ll have opportunities to influence how we operate and grow.
• Room to grow with us. As Twelve:01 expands, we want our team members to expand with it through professional development, increasing responsibility, and opportunities for career advancement.
• Flexibility with accountability. We value results over rigid routines and aim to provide flexibility in when and where work gets done while ensuring our clients and teammates can consistently count on us.
• We work hard – and make room to enjoy the ride. There will be busy periods when we roll up our sleeves and get things done, but we also value flexibility, laughter, connection, and celebrating our successes along the way.
• A culture of lifelong learning. Curiosity is part of how we work. We believe there is always more to learn, and we support our team in continually expanding their knowledge and developing new skills.

The anticipated salary range for this position is $55,000–$65,000 annually, commensurate with experience and qualifications. Twelve:01 offers a competitive benefits package that includes medical, dental, and vision insurance; retirement benefits; paid time off; paid holidays; and opportunities for professional development.

Please send a brief cover letter describing what draws you to this role, along with a resume/CV, to contact@twelve01-consulting.com.