Medical Education Specialist

Job Summary

This position partners closely with the Medical Education Manager team and cross-functional partners to execute and deliver Terumo Learning Edge events that educate healthcare professionals (HCPs) on clinical topics relevant to the business.  These peer-to-peer programs include scheduled courses, speaking engagements, and proctorships delivered in-person, virtually, or in a hybrid format. This role supports end-to-end program operations, including preparation, logistics, communications with HCP and Terumo attendees, on-site event management, maintaining accurate HCP records, reporting, registration management, and metric tracking. All responsibilities must be carried out in alignment with internal processes and applicable compliance requirements.

Job Details/Responsibilities

• Manage the events management system to successfully execute Medical Education events, providing a seamless end user experience.  Create and maintain course calendar, registration sites, event mobile apps, communications, surveys, electronic sign-in sheets, and certificates of completion to enable smooth and innovative delivery of programs.
• Administer course logistics, beginning with initial pre-planning. Ensure dinner programs are arranged with appropriate meeting space and meal selections that meet compliance requirements; manage all HCP expenses and allocate them to the correct budget; provide registration reports to planning teams; and submit accurate documentation for event completion and final close-out. Track all event expenses on a monthly basis to ensure adherence to budget.
• Lead the physician credentialing process for assigned courses, ensuring all attending physicians meet the requirements for on-site training at host institutions. Communicate credentialing policies—which could include state licensure, liability insurance, vaccination records, HIPPA, and other documentation—and provide direction and support to help physicians complete all necessary requirements. Work closely with course hospital sites to submit and ensure approval of all attendees.
• Coordinate travel manifest review calls and work closely with Terumo’s designated travel agent to ensure all travel and logistics are properly planned for both HCPs and Terumo Associates attending Medical Education events. Ensure HCP travel is booked by agent in a timely manner and complies with Terumo and AdvaMed guidelines. Partner with Legal and Compliance teams as needed to support the proper execution of physician events in accordance with compliance requirements, the Sunshine Act, and other applicable regulations.
• Maintain and continuously update Standard Operating Procedures (SOPs) to ensure Medical Education Specialist processes and workflows are clearly documented, accurate, and aligned with organizational and regulatory standards. Oversee adherence to these procedures across Medical Education activities, identify opportunities for process improvements amongst the Specialist team, and collaborate with team members to implement updates. Ensure documentation is accessible, comprehensive, and supports consistent execution of events while meeting compliance requirements.
• Provide on-site event management on occasion, which includes coordination of faculty, HCP and Associate attendees; oversight of meeting room setup; management of meal logistics and A/V requirements; manage sign-in sheet; and liaison support for hotel and ground transportation logistics.
• Collaborate with the Medical Education Manager to edit and update event-specific materials, ensuring content accurately promotes each program, branding and formatting align with Terumo’s approved guidelines, and all materials receive full approval through the Advertising and Promotional review process.

Job Responsibilities (continued)

• Process HCP payments to ensure timely and accurate compensation for education events, and report all payments in accordance with Terumo’s Healthcare Professional Expense Reporting policy.
• Partner cross-functionally with the Medical Education Manager and Compliance team to support the management of Grant Requests. Coordinate proper documentation and manage related communications to support accurate, timely, and compliant processing of all requests.
• Responsible for responding to inquiries from HCPs seeking additional training by connecting them with their local Terumo sales representative, supporting engagement and driving attendance at upcoming Medical Education events.
• Demonstrate a commitment to patient safety and product quality by maintaining compliance with all TMC Quality Systems requirements. This includes but is not limited to the prompt recognition and forwarding of customer complaints (i.e. adverse events, product performance reports, etc.) to Quality Assurance (QA), and by ensuring all promotional messaging (i.e. branding strategies, product claims, etc.) and materials (i.e. literature) discussed or presented to customers are clinically accurate and adhere to AdvaMed guidelines and Terumo’s policy on Interactions with Healthcare Professionals.  Fully adhere to all applicable FDA regulations, international guidelines and Terumo’s policies at all times.
• Perform other job related duties as assigned.

Working Conditions/Physical Requirements

Knowledge, Skills and Abilities (KSA)

• Strong organizational and time-management skills, with the ability to prioritize tasks, manage multiple deadlines, and deliver high-quality work within required timeframes.
• Strong attention to detail in maintaining accurate records, SOPs, and audit-ready documentation.
• Excellent interpersonal and communication skills, with the ability to interact professionally with individuals at all levels inside and outside the organization.
• Proficiency in Microsoft Office applications, including Teams, Word, PowerPoint, Excel, and Outlook.
• Familiarity of compliance standards related to healthcare professional interactions, including AdvaMed and Sunshine Act requirements.
• Demonstrated ability to handle confidential information with discretion, integrity, and sound judgment.
• Collaborative mindset with the flexibility to work effectively as part of a team, as well as independently. Demonstrated ability to collaborate successfully with cross-functional teams to support project goals.
• Proven ability to prioritize, organize, and manage a diverse set of responsibilities in a dynamic environment.
• Self-starter with a strong sense of ownership and willingness to take initiative to support project success.

Qualifications/ Background Experiences

• Bachelor’s degree with a minimum of 3 years of relevant experience in program administration or project/event management, preferably in a medical device, pharmaceutical, or other highly regulated industry; or an equivalent combination of education, training, and relevant work experience.
• Experience with Event Management Systems, specifically Cvent, preferred.
• Experience interacting with healthcare professionals, preferred.
• Experience supporting virtual platforms such as Zoom or similar virtual event tools, preferred.
• Experience supporting Medical Education, Clinical Education, or Professional Education programs is a plus.