Operations Coordinator

About the role

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 role also manages the contracting process, marketing workflows, and invoicing and financial tracking.

Responsibilities

• 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:
  • Coverage 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:
  • Serve as the primary point of contact for client support inquiries, ensuring timely and professional responses.
  • Cookordinate 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.

Qualifications

• 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.
• Associate degree or equivalent work experience is required; Bachelor’s degree in healthcare administration, business, communications, or a related field is preferred.
• 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.

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 (EEO) 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.

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.