This role is subject to a flexible hybrid work arrangement requiring a minimum of 2 pre-determined days per week in our mid-town office.
SUMMARY
The Project Manager, Grants & Affiliated Meetings is responsible for the end-to-end management and execution of educational grants, commercial support activities, and affiliated meeting activities that support the Center for Education’s medical education programs, conferences, and related activities.
This role independently manages assigned projects from planning through reconciliation and closeout, including grant development and submission, post-award administration, compliance, financial tracking, supporter communications, and affiliated meeting operations. The Project Manager is responsible for maintaining project timelines, coordinating cross-functional stakeholders, identifying and resolving issues, and ensuring deliverables are completed accurately, on time, and in accordance with organizational policies and applicable regulatory requirements.
Working closely with Industry Relations leadership, Finance, Logistics, Program teams, commercial supporters, conference stakeholders, external vendors, and venue partners, the Project Manager serves as a primary operational lead for assigned grant-funded programs and affiliated meeting activities.
This position requires strong project management, communication, relationship management, and organizational skills, along with knowledge of educational grant administration, healthcare compliance, and conference and event operations.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Grant Development & Submission
- Manage the preparation, submission, amendment, and tracking of educational grant applications and supporting documentation.
- Develop educational activity descriptions, grant narratives, needs statements, and supporting materials based on faculty-developed agendas and educational objectives.
- Prepare and submit letters of intent, grant proposals, online applications, and required supporting documentation in accordance with grantor requirements.
- Develop and maintain grant submission timelines, proactively managing deadlines and required inputs from internal stakeholders.
- Coordinate with program teams and other internal departments to gather required materials and ensure complete and accurate submissions.
- Identify submission risks or delays and proactively develop solutions to keep projects on schedule.
Grant Administration & Compliance
- Manage grant administration from award through program completion and closeout.
- Process and maintain grant documentation, including letters of agreement, commercial support agreements, invoices, reporting requirements, and related correspondence.
- Maintain grant tracking systems, historical records, and internal reporting tools to ensure accurate documentation and audit readiness.
- Monitor funded programs and activities to ensure adherence to grant terms and conditions.
- Ensure compliance with ACCME Standards for Integrity and Independence, Sunshine Act requirements, organizational policies, and other applicable legal and regulatory requirements.
- Coordinate responses to grantor reviews, audits, and requests for documentation.
- Identify potential compliance concerns and escalate issues to appropriate leadership as needed.
Financial Management & Reporting
- Develop, monitor, and reconcile budgets associated with grant-supported programs and affiliated meeting activities.
- Track grant revenue, payments, expenses, and outstanding financial obligations.
- Partner with Finance, CME, program and Industry Relations teams to ensure accurate allocation, documentation, and reconciliation of funding.
- Prepare required financial and narrative reports for grantors and commercial supporters.
- Monitor financial performance against approved budgets and identify discrepancies requiring resolution.
- Maintain accurate financial documentation to support internal reporting and audit requirements.
Supporter & Stakeholder Management
- Serve as a primary point of contact for assigned commercial supporters, grantors, industry partners, meeting planners, and other external stakeholders.
- Manage day-to-day communications, deliverables, deadlines, and follow-up associated with assigned projects.
- Build and maintain productive working relationships with existing and prospective supporters through responsive and professional communication.
- Coordinate grant funding acknowledgment activities across educational programs, publications, conference materials, and digital platforms.
- Manage supporter recognition deliverables, including acknowledgment language, logo collection, graphic specifications, production materials, and related communications.
- Partner with Industry Relations leadership to address supporter questions, resolve issues, and ensure contractual and program commitments are fulfilled.
Affiliated Meeting Management
- Manage the planning, administration, and execution of affiliated meeting opportunities associated with organizational conferences and educational events.
- Oversee the full affiliated meeting lifecycle, including applications, space assignments, contracting, invoicing, logistics, fulfillment, and post-event reconciliation.
- Serve as a primary liaison among industry partners, meeting planners, venues, vendors, and internal stakeholders.
- Communicate affiliated meeting policies, requirements, deadlines, and logistical information to participating organizations.
- Review meeting requests and coordinate approvals, exceptions, and escalations with appropriate internal stakeholders.
- Coordinate venue requirements, including room assignments, room sets, audiovisual needs, food and beverage coordination, signage, access, and other meeting logistics as applicable.
- Monitor fulfillment of contractual obligations and ensure compliance with conference policies, venue requirements, and organizational guidelines.
- Maintain comprehensive records of affiliated meeting activity, revenue, contracts, deliverables, and communications.
- Identify and resolve operational issues before and during conferences to support successful meeting execution.
Project Management & Cross-Functional Coordination
- Develop and maintain project plans, timelines, trackers, budgets, and deliverable schedules for assigned initiatives.
- Lead cross-functional coordination among Industry Relations, Education, Finance, Marketing, Operations, Meetings, and other internal stakeholders.
- Establish project priorities and proactively manage multiple concurrent projects and deadlines.
- Track project status, identify risks and dependencies, and escalate issues when appropriate.
- Lead project meetings and provide clear status updates, action items, and follow-up.
- Ensure commitments made to supporters and other stakeholders are documented and fulfilled.
- Support planning and execution of related departmental initiatives, including medical education and training programs, exhibits, sponsorship activations, and other industry-supported activities.
- Support process improvements that increase efficiency, consistency, accuracy, and visibility across grants, affiliated meetings, and related departmental operations.
- Prepare reports, presentations, correspondence, and other materials related to assigned projects.
- Contribute to a collaborative, service-oriented team culture focused on excellence and continuous improvement.
- Perform additional duties and special projects as assigned.
Conference & Event Management
- Attend and support CRF conferences, educational programs, planning meetings, and industry events as assigned.
- Serve as the onsite lead for assigned grant and affiliated meeting activities.
- Coordinate with internal teams, venues, vendors, and industry partners to ensure successful onsite execution.
- Troubleshoot and resolve onsite operational issues in a professional and timely manner.
- Ensure post-event deliverables, reporting, reconciliation, and follow-up are completed according to established timelines.
QUALIFICATIONS
- Bachelor’s degree in marketing, communications, business, project management, or a related field (or equivalent work experience).
- Minimum 5+ years of project management experience, preferably in marketing, communications, event planning, or a corporate setting.
- Experience managing large-scale projects, timelines, budgets, and cross-functional teams in a fast-paced environment.
- Experience working on conference or event marketing initiatives is strongly preferred.
- PMP (Project Management Professional) or other relevant project management certification is a plus.
- Proven ability to manage multiple projects, set priorities, track milestones, and drive high-quality execution using standardized PM tools (Asana, Trello, Monday.com, Smartsheet). Strong risk management and problem-solving skills to keep projects on track.
- Deep understanding of marketing strategy, branding, content development, and campaign execution. Experience with audience targeting, messaging, performance tracking, and marketing collateral across print, web, social, and email. Familiarity with digital marketing tools (Salesforce, Pardot, HubSpot, Google Analytics).
- Skilled in Microsoft Office, project management platforms, and CMS (WordPress, Joomla). Working knowledge of Adobe Creative Suite (Photoshop, InDesign, Illustrator) and marketing automation tools.
- Strong written and verbal communication skills. Ability to interact effectively with senior leadership, cross-functional teams, vendors, and stakeholders. Experienced in facilitating meetings, presenting project updates, and managing vendor relationships.
- Strategic thinker with strong leadership, adaptability, and problem-solving skills. Ability to manage competing priorities in a fast-paced, high-volume environment while maintaining attention to detail.
BENEFITS
- Choice of health plans include medical, Dental, and vision coverage
- Company-paid short-term and long-term disability and life insurance
- Health and dependent care flexible spending accounts
- Pre-tax travel expenses through TransitChek program
- 401(k) plan
- Generous paid time off (PTO)
- Thirteen paid holidays each year
COMPENSATION
The hiring range for this position is $80,000 - $87,000 per year. The annual salary that will ultimately be offered to the successful candidate will depend on job-related knowledge, education, skills, and experience.
CONTACT INFORMATION
To be considered for this opportunity, please submit your resume.
Be sure and visit our web site to learn more about how we strive to enhance and save patient lives every day www.crf.org
CRF is an equal opportunity employer.
Skills Required
- Bachelor's degree in marketing, communications, business, project management, or a related field, or equivalent work experience.
- Minimum 5 years of project management experience, preferably in marketing, communications, event planning, or a corporate setting.
- Experience managing large-scale projects, timelines, budgets, and cross-functional teams in a fast-paced environment.
- Experience working on conference or event marketing initiatives.
- PMP or another relevant project management certification.
- Ability to manage multiple projects, set priorities, track milestones, and drive execution using standardized project management tools.
- Strong risk management and problem-solving skills.
- Understanding of marketing strategy, branding, content development, and campaign execution.
- Experience with audience targeting, messaging, performance tracking, and marketing collateral across print, web, social, and email.
- Familiarity with Salesforce, Pardot, HubSpot, Google Analytics, or other digital marketing tools.
- Proficiency in Microsoft Office, project management platforms, and CMS platforms such as WordPress or Joomla.
- Working knowledge of Adobe Creative Suite, including Photoshop, InDesign, and Illustrator, and marketing automation tools.
- Strong written and verbal communication skills, including meeting facilitation, project presentations, and stakeholder management.
- Ability to manage vendor relationships and interact effectively with senior leadership, cross-functional teams, and external stakeholders.
- Strong leadership, adaptability, strategic thinking, and attention to detail in a fast-paced, high-volume environment.
What We Do
Cardiovascular Research Foundation is an academically focused nonprofit advancing the treatment of heart and vascular disease. It conducts and supports cardiovascular research and clinical trials, evaluates new devices, drugs, and therapies, and educates physicians through training and scientific meetings. By spanning the research continuum—from early innovation and preclinical work to clinical investigation and education—CRF works to bring effective advances to patients and improve survival and quality of life.
