Program Coordinator - AZCOM

Job Details Description

The Program Coordinator – AZCOM Dean's Office and Health Outreach through Medicine and Education (H.O.M.E.) provides administrative support to the AZCOM Dean's Office, Clinical Education, and the Health Outreach through Medical Education (H.O.M.E.) program. This position reports to the Assistant to the Dean of AZCOM.

Essential Duties and Responsibilities

AZCOM Dean's Office Duties include:

Support Associate Deans of AZCOM with administrative tasks, travel arrangements, and expense reimbursement.

Concur expense reports for AZCOM and Clinical Education credit cards, and faculty, as needed.

Student and graduate forms, letters, and travel reimbursement forms

AZCOM website oversight and editing, as needed.

Set up registration for first year student lunches, order lunches, room set-up.

Plan and manage oversight of RROD event annually.

Assist with special projects/events (Orientation, White Coat, Bridging Ceremony, Match Party and Graduation) that are arranged and managed by the AZCOM Dean's Office.

Assist Assistant to the Dean with projects, as assigned.

GME license verifications

Military Match correspondence

Other duties as assigned

H.O.M.E. Responsibilities include:

General Office Support:

Greet and assist visitors coming to the H.O.M.E. Director's Office

Answer phones for H.O.M.E. Director's Office; screen and assist callers

Learn and maintain filing system for student scheduling

Oversight of student and physician volunteer clinic schedules

Order office and medical supplies and keep inventory list

Process all check and PO requests and track all departmental budget items.

MWU Connect portal for first year students

Other duties, as requested

Support Director of H.O.M.E.

Make calendar appointments/assist with management of calendar

Make meeting and travel arrangements for H.O.M.E. Director for site visits, off campus lectures, conferences

Complete Concur expense reports

Schedule and coordinate quarterly committee meetings for H.O.M.E. Faculty Advisors Meetings include preparing packets and agenda; take, draft and finalize minutes.

Help create budgets and budget forms for H.O.M.E.

Report CME for H.O.M.E. physician volunteers

Collect and maintain medical licensure and malpractice certificates for physician volunteers

H.O.M.E. course support

Other duties, as assigned

Responsibilities for Assisting the H.O.M.E. Student Club

Assist students with H.O.M.E. scheduling software or MWU program

Assist with H.O.M.E. clinic & education site development tasks including correspondence with sites and securing contracts

Maintain database of preceptor participation for continuing medical education, submit monthly

Assist with getting supplies ready to go to sites, including loading into vehicles

Assist with updating shelter and day center sites' contact information, yearly

Assist with updating preceptor contact information, quarterly

Assist with phone calls, mailings or e-mails which include:

Reminder letters for annual malpractice updates

Reminder letters to sites to complete/update any forms, as needed

Confirming students have met health requirements prior to volunteer work.

Work with the H.O.M.E. student financial officers to develop a system for inventory and tracking of all medical supplies used in the program and be responsible for training new students each year in maintaining that system.

Assist students with reserving facilities for club events, if needed.

Other duties, as assigned

Supervisory Responsibilities

This job has no supervisory responsibilities.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Must be able to work in a constant state of alertness and safe manner and have regular, predictable, in-person attendance. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

High school diploma or GED equivalent required. An Associate degree or Bachelor's degree is preferred. Must have at least 5-7 years of administrative support experience. Previous experience working in an education environment is preferred.

This individual must have excellent organizational skills, as well as good interpersonal communication skills, both oral and written. Must be highly detail-oriented and have the ability to work well under pressure to manage multiple priorities and deadlines for themselves as well as department members.

The individual must be professional in interacting with internal and external contacts. The individual must be a self-starter and able to maintain the confidentiality of student, faculty, and clinical preceptor information.

Computer Skills

Computer proficiency in MS Office (Word, Excel, Outlook). Experience using Adobe Acrobat, Publisher and Canvas is helpful.

Language Skills

Intermediate skills: Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Reasoning Ability

Intermediate skills: Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Mathematical Ability

Basic skills: Ability to add, subtract, multiply, and divide all units of measure using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to interpret bar graphs.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is occasionally required to stand, walk, use hands to handle or feel and reach with hands and arms. The employee is regularly required to sit, talk and hear. Occasionally, the employee will be required to repeatedly lift and/or move up to 20 pounds.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Midwestern University is an Equal Opportunity/Affirmative Action employer that does not discriminate against an employee or applicant based upon race; color; religion; creed; national origin or ancestry; ethnicity; sex (including pregnancy); gender (including gender expressions, gender identity; and sexual orientation); marital status; age; disability; citizenship; past, current, or prospective service in the uniformed services; genetic information; or any other protected class, in accord with all federal, state and local laws, including 41 C.F.R. 60-1.4(a), 250.5(a), 300.5(a) and 741.5(a). Midwestern University complies with the Smoke-Free Arizona Act (A.R.S. 36-601.01) and the Smoke Free Illinois Act (410 ILCS 82/). Midwestern University complies with the Illinois Equal Pay Act of 2003 and Arizona Equal Pay Acts.

Qualifications Skills Behaviors

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Motivations

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Education Experience Licenses & Certifications

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)