What are the responsibilities and job description for the DME & CME Coordinator position at Loyola University Chicago?

Position Details

Job Title	PROGRAM COORDINATOR
Position Number	8150191
Job Category	University Staff
Job Type	Full-Time
FLSA Status	Exempt
Campus	Maywood-Health Sciences Campus
Department Name	DEPT OF MEDICAL EDUCATION
Location Code	CONTINUING MEDICAL EDUCATION (06415A)
Is this split and/or fully grant funded?	Yes
Duties and Responsibilities	Assist and support the Chair (DME) and the Director (CME) in the everyday operations. Responsibilities include special projects, communication, and assisting the faculty and administrators in achieving the mission and goals of DME and CME. Direct DME meeting planning, scheduling, and organization. Compose DME meeting correspondence, take notes, and perform similar administrative tasks. Support the CME Director and Administrative Director to implement and maintain CME accreditation compliance policies/procedures to assure that Stritch School of Medicine (SSOM) remains an institution accredited by the Accreditation Council for Continuing Medical Education (ACCME). Provide administrative support to the Chair of DME and faculty in relation to DME activities. Support the Chair and faculty of DME plus the Director of CME in travel and expense planning & expense reconciliation. Communicate with internal and external offices to resolve issues or answer inquiries. Procedural Support (25% = 15% DME, 10% CME) DME: Assist in DME website development; responsible for maintenance and updating, coordinating with web development support staff. Coordinate and assist the Administrative Director (DME) with department faculty appointments following Committee on Academic Rank and Tenure (CART) guidelines. Organize and maintain faculty curriculum vitae, reports, and files; manage back-up process in hard-copy and electronic formats. Assist in keeping track of Faculty Information System (FIS) efforts for DME faculty. Request and collate annual report on DME efforts related to the 4 pillars (Faculty Development, Curricular Innovations, Scholarly Work, and Service). Support medical education research as requested by DME faculty. Manage research database in preparation for statistical analysis (e.g. REDCap, SPSS, Nvivo, Atlas TI). CME: Direct and advise all entities providing CME educational grants in support of one-time courses to maintain and assure their compliance with all SSOM/LUHS and ACCME standards for commercial support policies and resolution of conflict-of-interest procedures. Coordinate courses with outside event planning groups employed by LUHS departments. Maintain the highest standard of confidentiality in all matters pertaining to SSOM/LUHS physician records. Collate and prepare analytics of CME activity to address quality improvement assessment and needs for the Division. Participate in ACCME self-study process and site visit. Responsible for preparing the required materials, assuring files are current and compliant. Maintain faculty database records for tracking physician CME credit for the previous six-year period. Support special projects for the Administrative Director and the Director of Continuing Medical Education. Course Management (40% = 20% DME, 20% CME) DME: Schedule and manage DME faculty development conferences, workshops, and activities in direct support of the DME Chair/Vice-Chair and faculty. Work directly with the DME Chair and faculty in the coordination of faculty development programs. Assist in the efforts of the conference directors, working collaboratively with department staff in all conference planning activities sponsored by DME. Efforts include mailings, handout duplicating/distribution, scheduling of rooms, catering, and the agenda, and the creation, distribution, and summarization of surveys. CME: Advise faculty, staff, administration, and external agencies regarding organization and conduct in CME accredited courses. Incorporate institutional quality improvement survey results to guide course directors and planning committees. Coordinate CME one-time courses: planning process, setting priorities, and organizing implementation. Counsel and direct course directors, course coordinators, and course faculty regarding all details of the course (e.g., advise/adhere to ACCME/SSOM/LUHS/Illinois Department of Professional Regulations (ILDPR) policies and federal laws, budget, course materials, logistics, public/alumni relations, CME credit reporting to required internal departments). Format, edit, maintain, and publish course materials and databases (promotional materials, CME web page, syllabi, agendas, evaluations) for CME courses. Resolve problems and respond to questions from external agencies and SSOM/LUHS departments. Calculate assessment results, summarize, prepare and distribute evaluation reports to course directors, course coordinators and CME team. Create and coordinate outcome surveys using Survey Monkey. Responsibilities include assisting the course director in developing survey questions, designing survey instruments using web-based survey program, inputting of questions, and generating outcome reports. Participate in lifelong learning activities to improve knowledge and stay on the forefront of CME best practices. Fiscal Administration (15% = 10% DME, 5% CME) DME: Prepare all DME financial documents such as accounts payables, initiating transfers, reconciling accounts, purchase orders, expense reimbursements, and expense reports. Support the Administrative Director by troubleshooting expense issues. Manage DME ProCard, including coordinating purchases and monthly reconciliation. Utilize institutional software in support of business operations. CME: Coordinate CME one-time course budgets and trouble-shoot expense issues. Support the CME Chair and Administrative Director regarding CME related budget planning and documentation. Utilize institutional software in support of business operations. Technology and Innovation (20% = 15% DME, 5% CME) DME: Work directly with the DME Chair and faculty in the creation and coordinated support of innovative faculty development programs. Manage DME educational initiatives related to SSOM electives, medical education journal club, undergraduate and graduate medical education interest groups. Facilitate recording and editing of faculty development videos and other related technologies. Maintain a centralized tracking system for a DME mentorship initiative. Provide technical support for faculty and users experiencing platform-related issues, including troubleshooting login difficulties and serve as a liaison between platform and users. Handle registration, enter faculty effort, and report confidential grades to registration and records for SSOM DME electives. Assist faculty supervisors of DME SSOM electives by setting up Sakai sites, scheduling rooms, entering dates to the SSOM calendar, ordering food, and providing technology assistance. Assist with streaming, recording, and editing of events supported by DME. Assist with DME's social media accounts. CME: Support CME Tracker learning management system. Audit, maintain, and update records to reflect accurate data required for ACCME accreditation. Provide accurate data entry in ACCME's Program and Activity Reporting System (PARS) to sustain CME and Maintenance of Certificate (MOC). Assist with streaming, recording, and editing events supported by CME. Coordinate CME's social media accounts for one-time courses. Other duties as assigned
Minimum Education and/or Work Experience	Bachelor's Degree in related field and at least two to three years of related experience preferred. Additional education or experience may be required by department program.
Qualifications	Education Requirements:Bachelor's Degree from an Accredited Degree Program. Required: At least 2-4 years' experience in higher education. Excellent communication, strong interpersonal skills, detail-oriented with an ability to multi-task, and document editing skills. Strongly Preferred: The 2-4 years of higher education experience come in the form of Medical Education related to Administration, Educational Technology, Learning Management Systems and Program Coordination. Preferred: Experience in continuing education, ACCME Accreditation Standards, and CME Tracker Learning Management Procedures.
Certificates/Credentials/Licenses	N/A
Computer Skills	Must be proficient in the use of common office software (including MS Word, MS Excel, MS PowerPoint, MS Outlook, Adobe Acrobat, an internet browser), Quickly learn how to use specialized university systems, procedures, and forms needed for the job (e.g. purchase requisitions and other applications as needed). Working knowledge of Sakai, Zoom and Panopto is preferred as is routine database maintenance skills for learning management systems.
Supervisory Responsibilities	No
Required operation of university owned vehicles	No
Does this position require direct animal or patient contact?	No
Physical Demands	None
Working Conditions	None
Open Date	04/03/2025
Close Date
Position Maximum Salary or Hourly Rate	$58,710/ann
Position Minimum Salary or Hourly Rate	$55,000/ann
Special Instructions to Applicants
About Loyola University Chicago	Founded in 1870, Loyola University Chicago is one of the nation's largest Jesuit, Catholic universities, recognized for its academic excellence, commitment to community engagement, and leadership in sustainability. A Carnegie R1 research institution, Loyola leverages its status as one of an elite group of universities with the highest level of research activity to advance knowledge that serves communities and creates global impact. With 15 schools, colleges, and institutes-including Business, Law, Medicine, Nursing, and Health Sciences-Loyola operates three primary campuses in the greater Chicago area and one in Rome, Italy, that provide students a transformative, globally connected learning experience. Consistently ranked among the nation's top universities by U.S. News & World Report, Loyola is a STARS Gold-rated institution that is ranked as one of the country's most sustainable campuses by The Princeton Review and has earned distinctions from AmeriCorps and the Carnegie Foundation for its longstanding record of service and community engagement. Guided by its Jesuit mission and commitment to caring for the whole person, Loyola educates ethical leaders who think critically, act with purpose, and strive to create a more just and sustainable world. Loyola University Chicago strives to be an employer of choice by offering its staff and faculty a wide array of affordable, comprehensive, and competitive benefits. To view our benefits in detail, click here. Loyola adheres to all applicable federal, state, and/or local civil rights laws and regulations prohibiting discrimination in private institutions of higher education. Please see the University's Nondiscrimination Policy.
Quick Link for Posting	https://www.careers.luc.edu/postings/32593

Salary : $55,000 - $58,710

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