Program Assistant - Continuing Medical Education

Binaytara Foundation, Inc.; Bellevue (WA); On-site; USD 60,000 - 80,000; Full time

Job summary

A nonprofit organization is seeking an Education Assistant to aid in planning and executing educational events. The ideal candidate will have strong communication skills, proficiency in Microsoft Office, and at least one year of experience in administrative or event coordination roles. This position involves managing faculty relations, travel logistics, documentation for accreditation, and on-site support during conferences. A positive attitude and willingness to learn are essential for success in this dynamic environment.

Qualifications

• Proven ability to manage high volumes of documentation with zero-error tolerance.
• Must be willing to learn and grow.
• Must be a quick learner and tech savvy.

Responsibilities

• Assist in planning and evaluating educational activities.
• Manage communications with invited faculty for conferences.
• Coordinate travel logistics for conferences.
• Maintain documentation files for accreditation.
• Troubleshoot onsite logistical issues during events.
• Audit faculty disclosure forms to identify and flag potential Conflicts of Interest (COI) for Director review.
• Manage the pre & post-conference workflow: upload educational content, session recordings, pre & post quizzes, and evaluations to the Learning Management System (LMS). Schedule follow up surveys.
• Attend all bi-weekly conference planning meetings alongside your supervisor.
• Serve as the primary scribe for planning sessions, distributing concise meeting minutes and an updated "Action Items" tracker within 24 hours.
• Monitor project timelines to ensure all departmental milestones are met.
• Travel 1–2 times per month to provide onsite conference support.
• Act as the primary point of contact for faculty & attendee check-ins, slide deck management, and meeting room logistics.
• Troubleshoot administrative and logistical issues in real-time to ensure a seamless attendee & faculty experience.
• 30 Days: Complete training on accreditation standards and begin taking minutes for all planning meetings.
• 60 Days: Successfully manage the invitation and travel cycle for a medium-sized conference.
• 90 Days: Independently manage the pre & post-conference tasks.

Skills

Strong verbal and written communication skills

Proficiency in Microsoft Office suite

Skills in Google Drive

Quick learner

Tech-savvy

Education

1+ years in administrative, event coordination or healthcare support role

Tools

Microsoft Office

Google Drive

Job description

Work Schedule: Typical schedule is Monday through Friday. However, employee will be required to work on weekends & evenings when assigned to staff a conference or another event taking place during the weekend.

Travel Required: This position requires travels to our project sites and conference locations including overnight stays. Travels will include weekends and may involve driving as well as air travel. Employees are expected to travel on average two-weekends a month – this might change depending on the organization’s needs.

Qualifications

We are looking for a team member who has a positive attitude and a caring heart; who is driven by the desire to make a difference and is willing to learn and grow.

• Organization: Proven ability to manage high volumes of documentation with zero-error tolerance.
• Skills required – Strong verbal and written English communication skills required. Must have a good command of Microsoft Office suite, Google Drive, and other commonly used software.
• Learning attitude: Must be a quick learner and tech savvy.
• Experience required - 1+ years of professional administrative, event coordination, or healthcare support role

Responsibilities

The Education Assistant works closely with Binaytara’s continuing education team to assist with planning, implementation and evaluation of our educational activities. The list below highlights some of the job functions of this role. However, this list is not all inclusive. The individual will take additional responsibilities based on the need of the organization.

Faculty management for owned conferences

• Lead all formal communications with invited faculty, including invitations, disclosure collection, and presentation requests.
• Coordinate complex travel logistics, including flight forms, hotel blocks, and honoraria processing.
• Ensure all speaker materials (bios, photos, and slide decks) are collected, organized, and formatted for the event.

Accreditation & compliance

• Maintain meticulous documentation files to support ACCME, ACPE, and Joint Accreditation standards.
• Audit faculty disclosure forms to identify and flag potential Conflicts of Interest (COI) for Director review.
• Manage the pre & post-conference workflow: upload educational content, session recordings, pre & post quizzes, and evaluations to the Learning Management System (LMS). Schedule follow up surveys.

Planning & project coordination for owned conferences

• Attend all bi-weekly conference planning meetings alongside your supervisor.
• Serve as the primary scribe for planning sessions, distributing concise meeting minutes and an updated "Action Items" tracker within 24 hours.
• Monitor project timelines to ensure all departmental milestones are met.

Onsite Conference Support

• Travel 1–2 times per month to provide onsite conference support.
• Act as the primary point of contact for faculty & attendee check-ins, slide deck management, and meeting room logistics.
• Troubleshoot administrative and logistical issues in real-time to ensure a seamless attendee & faculty experience.

First 90-Day Success Roadmap

• 30 Days: Complete training on accreditation standards and begin taking minutes for all planning meetings.
• 60 Days: Successfully manage the invitation and travel cycle for a medium-sized conference.
• 90 Days: Independently manage the pre & post-conference tasks.