Operations Coordinator

Job DetailsJob Location: Corporate Headquarters - Plymouth Meeting, PA 19462Position Type: Full TimeEducation Level: Bachelor's Degree PreferredTravel Percentage: 10%Job Shift: DayJob Category: Health CareWHY CHOOSE ISMP? ISMP is an inspiring place to work. We share a common mission to help healthcare organizations make smart, compassionate, and ethical decisions for patients. Consider these additional benefits of joining the ISMP team: Industry leadership: We have a long history and proven reputation in patient safety and medical technology research. On-the-job-learning: You will have the opportunity to work with specialists across medical science, patient care, healthcare management, and technology. Comprehensive healthcare benefits: We offer medical, dental, vision, life insurance, accidental death and dismemberment, and disability coverage. Retirement Savings: Our employees can participate in an employer-matching 403(b) Retirement Savings Plan. Additional benefits: ECRI offers additional benefits to our employees, including paid time off and holiday pay, paid leave for parents, tuition assistance, employee assistance program, access to LinkedIn Learning, and other voluntary benefit programs (e.g. accident insurance, identify theft insurance, flexible spending accounts). ABOUT ISMP The Institute for Safe Medication Practices (ISMP) is the only 501c (3) nonprofit organization devoted entirely to preventing medication errors. During its more than 25- year history, ISMP has helped make a difference in the lives of millions of patients and the healthcare professionals who care for them. ISMP is known and respected as the gold standard for medication safety information. It also has served as a vital force for progress. ISMP’s advocacy work alone has resulted in numerous necessary changes in clinical practice, public policy, and drug labeling and packaging. Among its many initiatives, ISMP runs the only national voluntary practitioner medication error reporting program, publishes newsletters with real-time error information read and trusted throughout the global healthcare community, and offers a wide range of unique educational programs, tools, and guidelines. In 2020, ISMP formally affiliated with ECRI to create one of the largest healthcare quality and safety entities in the world. The affiliation allows both organizations to work more closely together for the benefit of providers, patient advocates, governments, and most importantly, patients. From the affiliation, a new Patient Safety Organization took form: ECRI and the Institute for Safe Medication Practices PSO. The launch of the new PSO created a single source for safety that harnesses the unprecedented expertise of each organization. Together, ISMP and ECRI bring up-to-date information and real-time guidance to assure healthcare leaders across the continuum of care that they are making the best decisions to keep patients safe. As an independent watchdog organization, ISMP receives no advertising revenue and depends entirely on charitable donations, educational grants, newsletter subscriptions, and volunteer efforts to pursue its life-saving work. POSITION SUMMARY  The Operations Coordinator provides essential administrative and logistical support across multiple functions within ISMP, including education, consulting, and membership by managing the day-to-day coordination of in-person and virtual events, continuing education accreditation, consulting logistics, and client communications. The Operations Coordinator will also manage the contracting process, marketing workflows and invoicing and financial tracking. This role requires strong organizational skills, cross-functional coordination, and the ability to manage multiple concurrent workflows with attention to details and responsiveness to both internal and external stakeholders. ESSENTIAL FUNCTIONS  Reasonable Accommodation Statement: To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactory. Reasonable accommodations may be made to help enable qualified individuals with disabilities to perform the essential functions. Essential Functions Statement(s): • Event Logistics and Vendor Coordination Coordinate logistical aspects of ISMP in-person and virtual educational events, collaborations, and fundraising events (e.g., symposia, Cheers Awards, summits, stakeholder meetings) including event space, audio/visual setup, food and beverage, virtual platform coordination, attendee and/or vendor management, and marketing. Serve as the primary point of contact for external stakeholders including hotel venues, AV vendors, external speakers, external participants, and vendors to ensure deadlines are met and contractual obligations are fulfilled. Track and submit vendor invoices through Stampli to ensure timely and accurate payment processing.   • Virtual Educational and Collaboratives Event Coordination Set up and configure virtual event platforms (e.g., Zoom) for ISMP virtual educational programs. Ensure registered attendees receive electronic materials in advance and have access to event resources. Communicate with registrants prior to events to confirm participation and address questions.   • Continuing Education (CE) Administration Partner with subject matter experts (SMEs) to complete CE accreditation applications and compile all required supporting documentation for submission to the CE vendor. Manage the end-to-end CE application workflow including submission, invoice processing, and follow-up to ensure accreditation is secured prior to event dates. Compile and format CE evaluation data into summary reports for educational grant sponsors following each CE-accredited event.   • Consulting Operations Support Coordinate consultant availability across ISMP consulting engagements and maintain up-to-date scheduling records. Track and manage consultant travel details and distribute itineraries and logistics summaries to consultants in advance of site visits. Arrange ground transportation for consultants as needed based on engagement requirements.   • Marketing Coordination Initiate and track ISMP marketing requests through the marketing ticketing system. Follow up consistently with the marketing team to monitor progress and ensure all deliverables are completed on time and meet ISMP standards.   • Additional Operations Support Support contracting and customer relationship management (CRM) software workflows. Serve as the primary point of contact for client support inquiries, ensuring timely and professional responses. Coordinate internal and external meetings, including scheduling, agenda preparation, and follow-up documentation. Track and monitor department financials, including expense reporting, invoice submissions, and budget tracking support. Additional Responsibilities: • N/A Accountability Metrics: • N/A QualificationsPOSITION QUALIFICATIONS Experience:  • Minimum of 3 years of experience in an operations, administrative, or coordination role, preferably in a healthcare or nonprofit environment.   • Experience supporting educational programming, event logistics, or continuing education (CE) accreditation is preferred.   • Demonstrated ability to manage multiple concurrent projects and deadlines with strong attention to detail.   • Strong organizational and cross-functional coordination skills; experience working with internal teams and external stakeholders.   • Excellent written and verbal communication skills; experience with client and vendor correspondence preferred.   • Experience with invoice processing, financial tracking, or vendor management is preferred. Education: • Associate degree or equivalent work experience is required; Bachelor’s degree in healthcare administration, business, communications, or a related field is preferred. Computer Skills:  • Proficient with: Microsoft Office 365 Suite of products Virtual event platforms (e.g., Teams, Zoom) Invoice processing systems (e.g., Stampli) preferred Customer Relationship Management (CRM) systems preferred Certifications & Licenses: • N/A POSITION COMPENSATION The salary range for new employees in this position is $43,989.00 - $52,786.00, based on background, experience, and skills. In addition, new employees in this position are eligible for all of our benefit offerings, including, but not limited to, health and welfare benefits, 403(B) retirement savings, and paid time off (PTO). PHYSICAL DEMANDS This position operates in a remote environment and requires the individual to remain in a stationary position, whether sitting or standing, before a desk or other fixed workspace, most of their workday. In addition, this position requires the individual to occasionally move about their workspace to access and inspect work-related materials, such as file cabinets with physical files and standard office equipment. This position requires the ability to operate standard office equipment, including, but not limited to, a laptop, keyboard, mouse, webcam, and phone, as well as effectively communicate information and ideas to a wide variety of audiences in written and oral form. ADA Statement ISMP is committed to equal employment opportunities and compliance with the Americans with Disabilities Act (ADA). ECRI values diversity and inclusivity, and we strive to provide a work environment that accommodates employees with disabilities. If you require reasonable accommodations to participate in the application or interview process, please inform us so that we can provide the necessary support. ECRI believes that everyone should have an equal opportunity to contribute their skills and talents, and we are dedicated to making our workplace accessible and inclusive for all. EEO Statement ISMP is committed to providing equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, genetics, sexual orientation, gender identity, or veteran status. We value diversity and believe that a diverse workforce enhances our ability to succeed. ISMP complies with applicable federal, state, and local laws governing nondiscrimination in employment and prohibits any form of discrimination or harassment based on these protected characteristics. #LI-Remote