Medical Education Associate

Position Overview

We are seeking a highly organized and detail-oriented Medical Education Associate to provide operational and administrative support to a Medical Education team. This position plays an important role in coordinating educational programs, managing project and budget tracking, supporting onboarding activities, processing contracts and invoices, and maintaining program documentation.

The Medical Education Associate will work closely with Medical Education Managers and cross-functional partners to support the day-to-day execution of programs, maintain accurate records, coordinate faculty and Key Opinion Leader (KOL) activities, and help ensure projects and deliverables remain on track.

Key Responsibilities

Medical Education Program Support

• Provide day-to-day administrative and operational support to Medical Education Managers and the broader team.
• Manage program budgets and expense tracking, ensuring information remains accurate and current.
• Build and maintain KOL Statements of Work (SOWs) in partnership with Medical Education Managers.
• Support educational programs through invitation development, distribution, and tracking.
• Process consultant and faculty invoices and follow up on outstanding items as needed.
• Maintain project tasks, timelines, documentation, and deliverables.
• Coordinate with internal teams and external vendors to support program logistics, samples, and equipment orders.

Distributor Training & Onboarding

• Provide administrative and operational support for distributor training programs.
• Coordinate follow-up communications, training links, and post-training resources.
• Maintain training records, files, and required documentation.
• Manage distributor communication channels.
• Partner with vendors on the editing and development of training videos.
• Coordinate welcome and follow-up communications for new distributors.
• Monitor onboarding progress and follow up on outstanding requirements.
• Help maintain a consistent and organized onboarding experience.

KOL & Faculty Support

• Provide administrative support for KOL and faculty onboarding.
• Create and maintain KOL Cards, ensuring information is accurate and current.
• Track and organize KOL-related documentation and required materials.
• Support administrative coordination related to faculty and KOL engagement.

Cross-Functional Collaboration

• Partner closely with Medical Education Managers to understand program needs and provide timely support.
• Collaborate with Events, Finance, vendors, and other internal stakeholders to support successful program execution.
• Maintain organization and attention to detail across multiple concurrent programs and projects.
• Identify opportunities to improve processes, standardize workflows, and increase operational efficiency.
• Serve as a reliable point of contact for administrative and logistical questions related to assigned programs.

Qualifications

• Bachelor’s degree in Business, Healthcare, Communications, Marketing, Education, or a related field preferred.
• 1+ years of experience in program coordination, event planning, project administration, healthcare, medical education, or a related field preferred.
• Experience within a healthcare, medical device, pharmaceutical, or similarly regulated environment is a plus.
• Strong organizational and project management skills with the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Proficiency with Microsoft Office, particularly Excel, Word, and Outlook.
• Experience with project management platforms such as Asana is preferred.
• Ability to work effectively with internal teams, external vendors, healthcare professionals, and other stakeholders.
• Ability to work independently, anticipate needs, and follow through on commitments.

Key Competencies

• Organization and attention to detail
• Project coordination
• Communication
• Time management
• Follow-through and accountability
• Cross-functional collaboration
• Process management
• Problem-solving
• Customer service mindset
• Adaptability