Location: Chicago, IL
Hospital: RUSH University Medical Center
Department: Mentoring Programs
Work Type: Full Time (Total FTE between 0.9 and 1.0)
Shift: Shift 1
Work Schedule: 8 Hr (8:00:00 AM - 5:00:00 PM)
Summary:
The Academic Program Coordinator will provide essential administrative and program support for the daily operations of the Office of Faculty Affairs, including aiding the Director of the Mentoring Programs. This role involves regular communication and interaction with the Offices of Fund Accounting, Administration, and Philanthropy. Key responsibilities include planning and providing logistical support for all department events, managing room reservations, equipment setup, catering, and invitations for routine meetings, lectures, luncheons, and seminars. Additionally, the Coordinator will update and maintain websites for all Mentoring Programs and ensure accurate maintenance of records and files for all areas within the office. This position works independently and collaboratively with program planners, faculty and other staff. Exemplifies the Rush mission, vision and values and acts in accordance with Rush policies and procedures.
Responsibilities:
PROGRAM PROCESSING
1. Facilitates collection of documents for program planning in an efficient and timely manner.
2. Reviews all documents for adherence to regulatory guidelines for non-content related areas.
3. Educates faculty (MDs, RNs, SW, etc.) on regulatory guidelines and documentation process.
4. Assures that CE program content and educational design material is reviewed by appropriate IPCE staff or advisory board members. Assures that completed documentation is reviewed by appropriate staff.
5. Ensures that all programs are assigned a correct ID tracking code; enters program data in appropriate systems (i.e. PARS and event management); files program information and maintains organized filing systems.
6. Monitors live and online programs to ensure adherence to regulatory guidelines.
7. Travels in and out of town as needed to manage, review and evaluate programs.
8. Assure timely collection of attendance records and completed evaluation forms for programs.
9. Initiates and implements long-term outcome follow-up for programs.
Assists with the program outcome analysis process. Provides outcome information to program planner and Director in a timely manner.
10. Maintains program packet completion flow-sheet.
CUSTOMER SERVICE
11. Responds to all inquiries in a timely and well-informed manner; connects customer issues to Director or other staff as needed; provides documents to customers in a timely manner.
12. Maintains ongoing communication with program planners during the planning process; provides program planners with instructions as needed.
13. Develops and maintains professional relationships with contact personnel for programs.
14. Ensures high customer services standards are met for all program planners and participants.
15. Monitors the office communication and message systems in an efficient and timely manner as assigned.
16. Assists with registration and event management as assigned.
17. Performs related duties and provides back-up coverage for other office staff as assigned.
Other information:
Required Job Qualifications:
•Associate's degree.
•One year of related experience.
•Proficient user of Microsoft Word, Excel and PowerPoint.
•Working knowledge of database management.
•Good technical aptitude to learn and gain proficiency with electronic systems (i.e. PARS, event management systems, Blackboard, Share Point, FatWire, etc.) with minimal effort.
•Good problem solving skills.
•Strong customer service skills with the ability to interact effectively with all levels of staff, faculty, administration and external business associates.
•Detail oriented.
•Strong organizational and time management skills.
•Ability to work independently on multiple tasks simultaneously. Ability to focus and perform well under pressure effectively prioritizes, meet deadlines and maintain confidentiality. Ability to travel in- and out-of-town as needed.
Preferred Job Qualifications:
•Bachelor's degree.
Rush is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.