Speaker Program Specialist

Heartflow; United States; Remote; USD 75,000 - 120,000; Full time

Job summary

Heartflow is seeking a Speaker Program Specialist to manage HCP education programs end to end in a remote U.S. role. You will own calendars, coordinate faculty, manage contracts and budgets, and ensure compliance with industry regulations across programs.

You will keep Salesforce/Blackthorn data accurate, arrange travel, and support virtual and in-person sessions while maintaining documentation for audits and reporting. This position offers flexibility and growth within Medical Affairs.

Qualifications

• Experience coordinating medical education programs with HCPs.
• Strong scheduling, calendar management and budget tracking.
• Familiar with AdvaMed/Open Payments rules.

Responsibilities

• Schedule and coordinate HCP education programs and faculty.
• Maintain master calendar and avoid conflicts.
• Manage Salesforce and Blackthorn data for programs.
• Coordinate travel, room blocks, meals, and internal meetings.
• Provide admin support including pre/post materials and webinars.
• Process contracts and work with Legal on updates.
• Ensure each engagement has fair-market-value and audit-ready files.
• Track value transfers and support Open Payments reporting.
• Reconcile expenses in Concur.
• Summarize program types and attendance for leadership.
• Assist with other Medical Affairs tasks.

Skills

Medical education coordination

Detail orientation

Organizational skills

Communication

Independent work

Education

BA/BS in related field

Tools

Salesforce

Zoom

Google Workspace

Microsoft Office

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 FFR CT 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 (FFR CT 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.

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