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Program and Event Specialist

Job ID: 139668
Philadelphia, PA, United States
Jun 22, 2022

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Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.

Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work?


  • This position description encompasses the accountabilities and required skills to support the daily operations of the Radiology Continuing Education Program & Department Conferences & Events. Under the direction of the Manager, Professional Education & Events, the Program & Event Specialist is responsible for executing projects in three primary areas: (1) continuing medical education activities including, live courses, on-demand/home study offerings, and developing a video library for physician learning (2) research symposia and special research events (3) Department special and alumni events as requested by Radiology senior leadership. This individual is responsible for designing and building the technical back-end framework in Cvent that allows Radiology CME to execute successful hybrid educational activities. The Program & Event Specialist is responsible for designing course websites, configuring registration fees for complex programs, building the Speaker Resource Center for each course, establishing deadlines for faculty presenters, and writing and scheduling all communication sent to attendees once registered. 
  • This position will be based out of both the Hospital of the University of Pennsylvania and off-site. It will require adaptability to work locations based on the schedule of activities.


  • Develop, coordinate, and execute marketing campaigns for CME events, writing concise copy, editing & proofreading, designing aesthetically-pleasing electronic announcements, invitations, and communication
  • Must be highly organized and able to work under minimal supervision in a fast-paced professional academic environment; handle multiple tasks simultaneously while meeting demanding deadlines.
  • Track and analyze analytics from marketing campaigns, proposing changes to improve engagement
  • Maintain marketing communications calendar and deploy timely messaging
  • Manage and process jobs in the project management system (, including tracking & assigning tasks
  • Perform light video editing of physician presentations splicing video, adjusting speed, and modifying slides, as required.
  • Update Radiology Alumni & CME databases; running reports and providing analytics to support programs
  • Research and source items using outside vendors, obtain quotes and proofs for approval
  • Build and manage virtual and live programs in Cvent
  • Design event websites writing copy and identifying imagery to represent and sell the meeting destination
  • Ability to understand hotel contracts extracting important participant information to be placed on the course website
  • Build speaker profiles and prepare speaker confirmation documents for the Speaker Resource Center
  • Deploy marketing and communication materials to potential customers
  • Develop high-quality branded videos in Socialive, incorporating live stream for marketing and virtual events
  • Build course agendas to generate RTMP links for conference streaming
  • Write and deploy all communication about the meeting platform and procedures to course attendees
  • Build surveys to manage CME course evaluations and manage event RSVPs
  • Proficiency with PowerPoint and File sharing platforms


  • Cvent certification (obtained within 6 months of being hired)

    Education or Equivalent Experience:

    • Bachelor's Degree (Required); preferably in Marketing/Communications/Hospitality-Tourism/or other related degree 
    • 2+ years of Administrative (assistant/coordinator) event experience or a combination of degree and experience (Required)

    Skills & Abilities:

    • Excellent knowledge and comfort level in Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams, and One Drive).
    • Experience with Canva, Socialive, Photoshop, or other design and editing software used for marketing materials
    • Must be able to work under minimal supervision in a fast-paced professional academic environment with highly sensitive data.
    • Ability to handle multiple tasks simultaneously, with excellent time management skills to meet demanding deadlines
    • Must take initiative and regularly communicate in professional environment
    • Experience working with virtual event platforms such as Zoom, Cvent Blue Jeans, etc.
    • Ability to anticipate project needs and discern work priorities
    • Ability to work collaboratively across a diverse group representing the CME Program & Event team
    • Hours of work need to be flexible based on the needs of the programs, and may change during certain times of the year
    • Proven experience coordinating events involving catering, set-up, and décor
    • Requires adaptability in work locations and responsibilities
    • Must be detail-orientated and organized

    We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.

    Live Your Life's Work

    We are an Equal Opportunity and Affirmative Action employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.

       Current UPHS employees must apply HERE
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