Speaker Program Specialist

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