What are the responsibilities and job description for the Program Coordinator - Preventive Medicine position at University of Texas at Tyler Health Science Center?
JOB SUMMARY:
The Program Coordinator for the Department of Preventive, Occupational, and Environmental Medicine requires an understanding of complex processes, data, and/or operations.
This position trains departmental administrative staff on administrative procedures, provides oversight, completes budget reconciliations, creates and/or maintains associated documents and databases, prepares and submits files and regulatory reports. The position is responsible for coordinating the information and data for the annual budgetary process. The Program Coordinator coordinates meetings and special events.
This position provides administrative support to faculty and physicians as needed.
MAJOR RESPONSIBILITIES/DUTIES/CRITICAL TASKS:
- Responsible for providing high level administrative support to department.
- Provides training and oversight to other administrative support positions.
- Responsible for overall office management for administrative responsibilities.
- Responsible for coordination of department meetings.
- Responsible for collecting data and creating reports.
- Responsible for providing monthly budget and account updates.
- Supports departmental initiatives, including special events. Responsible for overall coordination of scheduling, communications and event management.
- Develops and streamlines financial operational efficiencies.
- Utilizes University systems in preparation of reports and financial documents and assist with departmental reports and assessment.
- Serves on division and university committees as requested.
- Supports department grants by providing essential financial updates and monthly activity reports.
- Maintains and monitors compliance with project subcontracts as directed.
- Prepares verbal and written communication surrounding program changes and any requested deliverables to relevant parties.
- Maintains and monitors program level metrics. Communicates information to faculty and leadership accurately and timely.
- Assists with preparing documents for accreditation reviews.
- Prepares, updates, and renews affiliation agreements, program letters of agreement, and business associate agreements with other programs as needed.
- Assists faculty with development of course educational materials as applicable.
- Provides administrative support to faculty and physicians as needed, including assisting with purchasing, travel, human resources and payroll processing.
- Other duties as assigned.
ACCOMPANYING KNOWLEDGE/SKILLS/ABILITIES AND COMPETENCIES:
- Demonstrated knowledge working with deadlines and under pressure and the subsequent ability to prioritize tasks.
- Strong organizational skills.
- Ability to multi-task and work with many interruptions.
- Ability to be flexible, make sound decisions and demonstrate problem-solving skills.
- Excellent written and verbal communication.
- Demonstrates professional behavior with sound work habits.
- Proficient with Microsoft Office.
MINIMUM REQUIRED EDUCATION/EXPERIENCE:
- Bachelor’s Degree is required. Master’s degree preferred.
- Two (2) years’ experience in an academic or healthcare related setting providing project or program management is required.
- May accept a combination of education and experience.
To learn more about the city of Tyler and all it has to offer, visit Tyler, Texas Official Website.
