Coordinator, Student Programs

MINIMUM QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. High School diploma or equivalent

EXPERIENCE:

1. Two years of experience as an administrative assistant.

PREFERRED QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. Associate Degree in Business Administration or Office Management.

EXPERIENCE:

1. Three (3) years office administration with scheduling responsibilities.

2. Two (2) years residency or medical education office experience

3. Experience in MS Word and Excel

4. Experience in database management.

CORE DUTIES AND RESPONSIBILITIES:The statements described here are intended to describe the general nature of work being performed by people assigned to this position. They are not intended to be constructed as an exhaustive list of all responsibilities and duties. Other duties may be assigned.

1. Communicate effectively in person, electronically and via telephone with people in multiple levels of the organization (including the Program Director, Faculty, Residents, Program Manager, etc), personnel from various medical schools, professional organizations, medical students and the public.

2. Maintain solid working knowledge of accreditation, board certification and licensing requirements and updates and how they affect the day to day operations of residency administration. (ACGME, ABFM, etc.).

3. Serve as primary contact to medical schools for scheduling all third and fourth year medical student rotations on the UHC campus. Coordinate and manage all activities related to medical student rotations including, Prepares and maintains student database; modify schedules as needed, facilitate supervising agreements, monitor required documentation and obtain information when needed; serve as liaison with preceptor offices, and assist with orientation, etc. to ensure effective student experiences including developing and providing student pre-rotation instructions, directions, etc

4. Manage program components through Residency Management Suite (RMS in New Innovations), including entering block schedules, assignments, conferences, evaluations, curriculum, personnel data and program agreements.

5. Track resident and faculty time off , CME and Community Service schedules via Excel or other data management system; Assist with physician time off in KRONOS; provide data regarding time off and expenditures for budget and evaluation purposes.

6. Provide curriculum support to the program by maintaining current documentation, maintaining site relationships, and work with the Associate Program Director to track and support resident rotations and elective planning (i.e. prepare and send supervising physician agreements, PLAs and other paperwork needed for clinical rotations).

7. Develop and publish effective program wide communications including emails, group texts, pages and recruitment materials in a timely manner.

8. Create and maintain standard work documentation for administrative department functions.

9. Provide administrative support for residency meetings, distributing agendas, meeting minutes, and follow up on action items. Retrieve and distribute department mail daily.

10. Provide general administrative support to residents, faculty, and managers (i.e. residency verifications, reimbursements, payables, pagers, AV equipment, write and edit documents and forms, etc.).

11. Participate in recruitment, onboarding, orientation, graduation, wellness activities and other special events as part of the administrative team, which may include scheduling, creating and organizing materials, and gathering and dissemination of important information to participants.

12. Obtains Preceptor Teaching Certificates, graduate diplomas, graduation invitations, graduate composite and medical staff database for graduation.

13. Develops and distributes interview day schedules, applicant dinner schedules, makes hotel accommodations, provides program information and corresponds positively and effectively with applicants to the program.

14. Develop and maintain filing and other organization systems, electronic and paper, of records and reports for resident and faculty portfolios and residency program accreditation (i.e. including STEP/COMLEX scores, In-training exams, Board exam registration and results, BLS, ACLS, NALS, PALS, ALSO, etc. certifications).

15. Support the Chief Resident in the development of the Call schedule and other administrative tasks as needed.

16. Creates and maintains current physician information lists (i.e. phone numbers, addresses, NPI numbers, etc) and distributes as necessary.

17. Serves as Notary Public for the program.

PHYSICAL REQUIREMENTS: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.

1. Reasonable physical stamina is necessary to assist in moving and lifting items of approximately 40 pounds including tables and chairs, boxes of files and program materials, refreshments and other items necessary for the work of the department.

2. Normally 8 hour days Monday through Friday but will require some evenings and weekends, extended hours/days and may require out of town attendance for training or events.

WORKING 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.

1. Fast-paced training program serving the administrative and educational needs for residents, faculty, Program Director, Program Manager and medical students. (Interacts frequently with more than 30 physicians).

2. Requires independent thinking for adjusting of priorities and deadlines.

3. Requires ability to work effectively with people with widely varying personalities and temperaments, and with various cultural and religious backgrounds.

SKILLS AND ABILITIES:

1. Strong customer relations skills, in person, on the telephone, via email; interpersonal communication skills.

2. Strong technical and computer skills; composing, proofreading, and editing.

3. Ability to synthesize information and ideas; data analysis and troubleshooting skills; organizational skills and attention to detail.

4. Ability to manage multiple tasks and meet deadlines; function effectively and pleasantly with frequent interruptions; self-starter with ability to set priorities; takes initiative and follows projects through to completion; seeks clarification when necessary and accepts and utilizes constructive feedback.

5. Proficient in MS Word, PowerPoint, and Excel.

6. Demonstrated excellent analytical and organizational skills, be able to effectively multitask and be able to learn and adapt to changing technologies, requirements and protocols.

Additional Job Description:

Scheduled Weekly Hours:

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Exempt/Non-Exempt:

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WVU Medicine is proud to be an Equal Opportunity employer. We value diversity among our workforce and invite applications from all qualified applicants regardless of race, ethnicity, culture, gender, sexual orientation, sexual identity, gender identity and expression, socioeconomic status, language, national origin, religious affiliation, spiritual practice, age, mental and physical ability/disability or Veteran status.