Program Coordinator

Overview

Job Title: Program Coordinator

Department: Clinical Education Operations (Tamara Scaccia)

FLSA: United States of America (Exempt)

Location: Moultrie Campus

The program coordinator is responsible for implementing all administrative facets of one or more of the department's key activities or initiatives, including general department operations, testing and assessment, credentialing, registration and scheduling, or evaluation management. The incumbent collaborates with department leadership to execute strategic plans and objectives towards the achievement of established objectives and outcomes for each assigned initiative.

• Serve as the primary point of contact regarding questions or guidance related to assigned activity workflow(s).
• Assist with conducting activity and program research, including accurate preparation of mandatory operational, statistical, and financial reports in accordance with federal and state regulations and institutional policies.
• Assist with designing and facilitating training programs and materials in assigned area(s) of responsibility.
• Maintain complete and accurate records for assigned activity(ies).
• Attend department meetings, conferences, and seminars, as applicable.
• Develop and assist with implementing quality improvement initiatives regarding day-to-day administrative and operational activities or procedures.
• Perform other duties as assigned or requested.

• Administrative - Provides direct administrative support to the department's senior leaders and broad administrative support to other team members in support of department operations.
• Assist senior leaders with collecting or compiling information to complete key administration-level functions, including but not limited to planning, budgeting and reporting.
• Manage all facets of planning and management for department events.
• Manage the review and assignment of continuing education credits for clinical preceptor faculty.
• Perform general administrative duties to support departmental operations, including but not limited to maintaining inventory of required supplies and equipment and processing incoming and outgoing mail.
• Review and prepare accounts payable and accounts receivable items for processing, including invoices, requisitions, and stipends; ensure that expenses are charged the correct general ledger codes accurately and timely.
• Initiate, review, and renew affiliation agreements and service contracts with designated partners and vendors.
• Coordinate approved travel arrangements for department faculty and staff in accordance with PCOM travel policy.

• Testing and Assessment - Supports budget, faculty, and testing administration activities within the department. Among primary responsibilities are preparing, distributing, securing, and proctoring PCBM exams; evaluating exam questions; and recording exam grades.
• Assist with scheduling make-up exams as directed by the Student Affairs department and PCBM faculty.
• Provide statistical reports of exam questions to assist PCOM faculty with assessing the quality of exam questions.
• Create and maintain accurate spreadsheets of PCBM student grades.
• Collect and grade all fourth-year evaluations, as well as third-year evaluations in a backup capacity; perform follow-up activities, as required.
• Report trends and preceptor compliance routinely to the Associate Dean and Program Manager.
• Assist with scheduling and coordinating logistics for student meetings and campus events, such as clerkship informational meetings, department meetings, and off-site meetings. Logistics include, but are not limited to, location, catering, supplies, and media equipment and setup.

• Credentialing - Manages all aspects of the credentialing process. Primary duties include, but are not limited to, maintaining effective communications with practitioners and partner institutions, compiling and distributing student packets and partners, and completing verifications.
• Assist students and health plan providers with credentialing inquiries.
• Ensure the collection and compilation of up-to-date and compliant student credentials to support their clinical rotations, including background verifications and required documents, as applicable.
• Complete and submit credentialing packets to partners in advance of student rotations.
• Screen practitioner applications and supporting documentation to ascertain eligibility; maintain accurate and up-to-date files of participating practitioners and health care providers.
• Enter primary source documentation into databases accurately and timely; maintain data integrity and backup.
• Identify information discrepancies and follow-up with practitioners and providers for clarification and corrections.

• Registration and Scheduling - Manages all aspects of registering PCOM and visiting students for core, elective, and selective rotations, including those without a residency program.
• Enter data into department systems accurately and timely, including creating new sections and registrations, as needed; manage research and…