Speaker Program Specialist

Heartflow; Oregon; Hybrid; USD 75,000 - 120,000; Full time

Job summary

Heartflow is seeking a Speaker Program Specialist to schedule, coordinate and support HCP education programs run by Medical Affairs. You will own the calendar end to end, identify faculty, book invitations, schedule and report payments, ensuring compliance with HCP interaction requirements.

This remote role requires organization, self-direction and attention to detail, with travel within the U.S. up to 3 times per year. Experience with Salesforce/Zoom and Open Payments is valued.

Qualifications

• Experience coordinating medical education programs, events or operations in the medical device or pharmaceutical industry.
• Excellent organizational, time management and written/verbal communication skills.
• Familiarity with AdvaMed Code and Sunshine Act/Open Payments preferred.

Responsibilities

• Schedule and coordinate HCP education programs and faculty; manage invitations, calendar holds, confirmations and cancellations.
• Maintain master calendar and avoid scheduling conflicts.
• Keep Salesforce/Blackthorn data current and track attendee records.
• Coordinate travel, room blocks, meals and internal meetings per Heartflow policy.
• Provide pre-program materials, virtual support, and post-program feedback procurement.

Skills

Medical education coordination

Detail oriented

Organizational skills

Regulatory compliance

Communication skills

Education

BA/BS in related field

Tools

Salesforce

Zoom Webinars

Google Suite

MS Office calendars

Job description

Heartflow is a medical technology company advancing the diagnosis and management of coronary artery disease, the #1 cause of death worldwide, using cutting-edge technology. The flagship product—an AI-driven, non-invasive cardiac test supported by the ACC/AHA Chest Pain Guidelines called the Heartflow FFRCT Analysis—provides a color-coded, 3D model of a patient’s coronary arteries indicating the impact blockages have on blood flow to the heart. Heartflow is the first AI-driven non-invasive integrated heart care solution across the CCTA pathway that helps clinicians identify stenoses in the coronary arteries (RoadMap™Analysis), assess coronary blood flow (FFRCT Analysis), and characterize and quantify coronary atherosclerosis (Plaque Analysis). Our pipeline of products is growing and so is our team; join us in helping to revolutionize precision heartcare.

Heartflow is a publicly traded company (HTFL) that has received international recognition for exceptional strides in healthcare innovation, is supported by medical societies around the world, cleared for use in the US, UK, Europe, Japan and Canada, and has been used for more than 750,000 patients worldwide.

Job Description

As Speaker Program Specialist, you will schedule, coordinate and support the healthcare professional (HCP) education programs run by Heartflow's Medical Affairs team. You will own the program calendar end to end, from identifying appropriate education, booking HCP faculty to scheduling and payments reporting.

The ideal candidate is organized, self-directed and detail oriented. You will serve as the operational engine for Medical Affairs programs, keeping schedules, contracts, budgets and Salesforce records accurate so programs run on time and in compliance with HCP interaction requirements.

This is a remote position, with travel within the U.S. up to 3 times per year.

Job Responsibilities

• Program Scheduling and Coordination: Identify and confirm HCP faculty, speaker availability; create invitations and send calendar holds; and manage confirmations, waitlists, cancellations and reschedules.
• Build and maintain the master calendar of HCP education programs, avoiding conflicts
• Maintain Salesforce.com data and Blackthorn programs so programs, faculty and attendee records stay current
• Coordinate HCP and internal travel for programs within Heartflow policy, and arrange room blocks, meals and office meeting rooms for internal meetings.
• Provide administrative support for education programs, including pre-program materials, back-end zoom webinar support for virtual programs and post-program feedback
• Process, send and track HCP contracts, and work with Legal on contract language updates.
• Confirm each HCP engagement has a documented need and fair-market-value rate before it is scheduled and keep program files audit-ready.
• Capture HCP transfers of value (meals, travel, honoraria) at each program and support Open Payments reporting.
• Reconcile expenses as needed through Concur
• Track program types, faculty led education and attendance and package them into clear summaries for Medical Affairs leadership.
• Conduct other administrative tasks for the Medical Affairs team, as needed

Skills Needed

• Experience in the medical device or pharmaceutical industry coordinating medical education programs, events or operations
• Highly detail-oriented, with a track record of scheduling and running multiple programs at once.
• Excellent organizational, time management and written/verbal communication skills
• Familiarity with HCP interaction rules, such as the AdvaMed Code and the Sunshine Act/Open Payments, preferred.
• Proficient in Salesforce (Blackthorn preferred), Zoom Webinars, Google Suite and MS Office calendars and spreadsheets.
• A proactive problem-solver who works independently in a work-from-home environment and adapts to changing priorities.

Educational Requirements & Work Experience

• Education: BA/BS in a related field, or equivalent experience.
• Preferred experience of 2-3 years in the medical device or pharmaceutical industry working with Healthcare Professionals (HCPs)

Heartflow, Inc. is an Equal Opportunity Employer. This company does not and will not discriminate in employment and personnel practices based on race, sex, age, handicap, religion, national origin or any other basis prohibited by applicable law. Hiring, transferring and promotion practices are performed without regard to the above-mentioned items.

Note: While this job description attempts to describe the essential functions of the position, it does not prescribe or restrict the tasks that may be assigned. It does not restrict management’s right to assign or re-assign duties or responsibilities to this job at any time.

A reasonable estimate of total compensation range is $75,000 to $120,000 per year and bonus

Heartflow is an Equal Opportunity Employer. We are committed to a work environment that supports, inspires, and respects all individuals and do not discriminate against any employee or applicant because of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law. This policy applies to every aspect of employment at Heartflow, including recruitment, hiring, training, relocation, promotion, and termination.

Positions posted for Heartflow are not intended for or open to third party recruiters / agencies. Submission of any unsolicited resumes for these positions will be considered to be free referrals.

Heartflow has become aware of a fraud where unknown entities are posing as Heartflow recruiters in an attempt to obtain personal information from individuals as part of our application or job offer process. Before providing any personal information to outside parties, please verify the following: A) all legitimate Heartflow recruiter email addresses end with "@heartflow.com" and B) the position described is found on our careers site at www.heartflow.com/about/careers/.