Program Coordinator

The Lockwood Group, LLC; Columbus (KS); Hybrid; USD 52,000 - 75,000; Full time

Job summary

Total Health in the United States is seeking a proactive Program Coordinator to drive planning, promotion, and execution of oncology education programs. The role blends remote coordination with hands-on on-site work, including frequent travel and weekend event execution.

The ideal candidate will manage timelines, budgets, and stakeholder communications, ensuring high-quality experiences for attendees, faculty, and partners while maintaining compliance and documentation across programs.

Qualifications

• Bachelor’s degree or equivalent professional experience.
• Minimum of 3 years in meeting planning, conference management, or related field.
• Exceptional organizational skills with strong attention to detail and follow-through.
• Ability to independently manage multiple programs, deadlines, and competing priorities in a fast-paced environment.
• Strong written and verbal communication with physicians, partners, vendors, clients, and colleagues.
• Problem-solving and critical-thinking skills, with calm handling of changes.
• Proficiency in Microsoft Office; experience with event management, registration, or CRM platforms.
• Interpersonal and customer-service skills; ability to work remotely with a cross-functional team.

Responsibilities

• Coordinate planning and execution of live, virtual, and hybrid oncology education programs.
• Develop and maintain timelines, tasks, budgets, and deliverables to keep programs on schedule and within budget.
• Lead attendee recruitment to hit attendance goals for assigned programs.
• Serve as main point of contact for faculty, vendors, venues, partners, and stakeholders.
• Coordinate faculty logistics including invitations, scheduling, travel, and on-site needs.
• Manage event logistics: venue, food & beverage, AV, room setups, signage, shipping, registration.
• Collaborate with Sales, Marketing, Accreditation, and Finance to meet deliverables.
• Track program expenses and invoices; identify discrepancies and cost-saving opportunities.
• Schedule planning calls, internal check-ins, and post-program debriefs; document action items.
• Provide hands-on on-site event management including registration and sponsor support.
• Anticipate challenges and proactively propose solutions.
• Maintain organized records and internal tracking systems.
• Support compliance with medical education, accreditation, and industry standards.
• Identify opportunities to improve processes and attendee experience.
• Support additional programs and special projects as needed.

Skills

Organizational skills

Communication skills

Time management

Project management

Education

Bachelor’s degree or equivalent

Tools

Microsoft Office

Event management software

CRM platforms

Registration systems

Job description

This role is fully remote and would require about 50% of travel, including weekends.

About Total Health: Total Health is a medical education company dedicated to creating high-quality educational programs and experiences for oncology healthcare professionals. We develop and execute live, virtual, and hybrid conferences that bring together leading experts, healthcare providers, industry partners, and the patient perspective.

Our team combines thoughtful program development with exceptional execution to deliver education that is relevant, engaging, inclusive, and impactful for the oncology community.

Summary: The Program Coordinator plays a key role in the planning, promotion, and execution of multiple medical education programs throughout the year. Coordinators take ownership of their assigned programs from initial planning and attendee recruitment through on-site execution and post-event reconciliation.

This position requires someone who can confidently manage competing priorities, communicate professionally with a wide range of stakeholders, anticipate needs, and take ownership of details and deadlines. Successful candidates will be comfortable working independently while collaborating closely with a remote, cross-functional team.

This is a hands-on role for someone who enjoys both behind-the-scenes planning and being on-site to bring an event to life. Frequent travel is an essential part of the position, including weekend travel and event execution.

Key Responsibilities:

• Coordinate the planning and execution of multiple live, virtual, and hybrid oncology education programs from initial planning through completion.
• Develop and maintain program timelines, task lists, budgets, and key deliverables to ensure programs remain on schedule and within budget.
• Take an active role in attendee recruitment for assigned programs, developing and executing targeted outreach strategies to drive registration and achieve attendance goals.
• Serve as a primary point of contact for program faculty, vendors, venues, partners, and other stakeholders throughout the planning process.
• Coordinate faculty logistics, including invitations, scheduling, travel, accommodations, meeting materials, and on-site needs.
• Manage event logistics including venue coordination, food and beverage, audiovisual requirements, room setups, signage, shipping, registration, and other operational details.
• Coordinate with internal departments, including Sales, Marketing, Accreditation, and Finance, to ensure program deliverables are completed accurately and on time.
• Track program expenses, invoices, and budget activity while identifying potential discrepancies and opportunities for cost efficiencies.
• Schedule and facilitate planning calls, internal check-ins, and post-program debriefs, ensuring action items are documented and completed.
• Provide hands-on, on-site event management, including registration, faculty and sponsor support, vendor coordination, room management, and troubleshooting.
• Anticipate potential challenges and proactively identify solutions before they impact the program, faculty, partners, or attendees.
• Maintain organized and accurate program records, documentation, and internal tracking systems.
• Support adherence to applicable medical education, accreditation, and industry compliance requirements.
• Identify opportunities to improve internal processes, program execution, and the overall attendee experience.
• Support additional programs, initiatives, and special projects as needed.

Education: Bachelor’s Degree preferred

Professional Skills and Requirements:

• Bachelor’s degree or equivalent relevant professional experience.
• Minimum of 3 years of experience in meeting planning, conference management, event operations, medical education, hospitality, or a related field; healthcare or medical education experience is preferred.
• Exceptional organizational skills with strong attention to detail and follow-through.
• Demonstrated ability to independently manage multiple programs, deadlines, and competing priorities in a fast-paced environment.
• Strong written and verbal communication skills and the ability to communicate professionally with physicians, partners, vendors, clients, and colleagues.
• Strong problem-solving and critical-thinking skills, with the ability to navigate unexpected changes calmly and effectively.
• Proficiency in Microsoft Office; experience with event management, project management, registration, or CRM platforms is a plus.
• Strong interpersonal and customer-service skills.
• Ability to work effectively both independently and as part of a remote, cross-functional team.
• A strong sense of ownership and accountability, with the ability to independently drive assigned programs toward established attendance, budget, timeline, and execution goals.
• A growth-oriented mindset with a commitment to continuous improvement, collaboration, and shared team success.
• Ability and willingness to travel up to 50% of the time, including frequent weekend travel and occasional early-morning or evening event responsibilities.

What Success Looks Like:

• Successful Program Coordinators at Total Health are highly organized, accountable, and proactive. They take ownership of their programs, communicate early and often, stay several steps ahead of deadlines, and understand that a successful meeting is measured by more than flawless logistics.
• They actively work toward program goals, including attendee recruitment and registration, while ensuring faculty, partners, vendors, and attendees receive a high-quality experience.
• Our Program Coordinators are equally comfortable developing a program timeline from their home office, communicating with a nationally recognized physician, conducting targeted outreach to prospective attendees, reviewing a hotel banquet order, managing an on-site registration desk, and quickly solving an unexpected challenge during a live event.

Why Join Total Health?

At Total Health, our work is centered on creating meaningful educational experiences that can ultimately contribute to better oncology care. Our programs and company culture are guided by a commitment to:

• Evidence-based, unbiased medical education
• Meaningful representation of diverse voices in science and medicine
• Detail-driven, thoughtful program execution
• Health equity and addressing disparities in cancer care
• Geographic, cultural, and professional diversity
• Gender equity in faculty and leadership opportunities
• Incorporating the often-unheard patient perspective

Join Us in Making a Difference

If you are energized by fast-moving work, enjoy taking ownership of complex projects, and want to help create exceptional educational experiences for the oncology community, we would love to hear from you.