CE Coordinator

Reporting & Collaboration

The CE Coordinator reports to the Vice President and works closely with Twelve:01’s co-founders, contractors, and client contacts. You will support multiple engagements at once and help the team stay coordinated.

Key Responsibilities

Project Coordination

• 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.

Client Deliverables & Communication

• 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.

Scheduling & Meeting Coordination

• 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.

Document & Data Management

• 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.

Operational Support

• 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. 

CME/CE Support Responsibilities

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.