Senior Educational Specialist, Discovery Course - School of Medicine

Emory•Atlanta, GA

2d•Hybrid

About The Position

The Senior Educational Specialist serves a role within the Office of Medical Education and Student Affairs (OMESA), supporting the Discovery Course. This mission critical position designs, implements, and manages the operational, curricular, and strategic facets of the program. The coordinator ensures alignment with institutional policies, supports faculty and student engagement, and contributes to the continuous improvement of medical education programming

Requirements

A bachelor's degree in a field related to specified program areas and five years related program management experience, or an equivalent combination of experience, education, and training.

Nice To Haves

Master’s degree in a related field
Experience in medical education or academic health environments
Experience with accreditation, compliance, research administration, or quality improvement processes
Strong organizational, multi‑tasking, and time‑management skills
Proven attention to detail and ability to meet deadlines
Excellent interpersonal, written, and verbal communication skills
Demonstrated ability to collaborate effectively with faculty, staff, and students
Strong analytical skills, including collecting, synthesizing, and communicating quantitative and qualitative data
Proficiency in Microsoft Office and educational technology platform

Responsibilities

Designs, implements, and coordinates operational facets of a specific program.
Develops strategic plans and objectives that ensure the program's continued success, and develops evaluation methods to assess outcomes.
Conducts program research and ensures that the preparation of mandatory operational, statistical, and financial reports are accurate and factual, and that all reports comply with federal and state regulations and/or institutional policies.
Designs training programs and materials, conducts training sessions, and represents the program at various conferences, meetings, or seminars.
May plan, administer, or monitor the program's budget and/or grants, and conduct financial forecasting for the program.
May develop fundraising programs, including researching and identifying funding sources, and writing and submitting grant proposals.
Serves as a liaison to and interacts with other groups and organizations participating in the program or seeking knowledge of the program; may write and present speeches.
Maintains complete and accurate program records.
May serve on or chair various University committees.
May supervise program staff, interns, and/or volunteers.
Performs related responsibilities as required.
Coordinate daily program operations and scheduling under the direction of program leadership
Serve as the program liaison between program directors and the Office of Medical Education and Student Affairs (OMESA)
Ensure compliance with all SOM and OMESA policies and procedures
Maintain accurate, complete, and current program records and documentation
Develop, update, and maintain course syllabi and program materials
Update course catalog descriptions, including contact information, activities, and course requirements
Track student attendance, punctuality, professionalism concerns, and academic progress in collaboration with program leadership
Monitor student completion of course requirements, activities, assessments, and evaluations
Coordinate and manage Longitudinal Research activities for M1–M3 students, including tracking required research documentation, milestones, and approvals
Coordinate and monitor student compliance documentation processes within Canvas and other approved systems
Manage the monthly distribution, collection, and tracking of initial and final student paper evaluations in collaboration with faculty
Enter final grades into OASIS within required timelines to ensure compliance with graduation and reporting standards
Track Discovery Match participation and outcomes using Salesforce
Plan, coordinate, and execute program sessions and events, including Zoom and in‑person activities
Arrange logistics such as room reservations in 25Live and OpenBlue, scheduling sessions in OASIS, and confirming speakers or panelists
Oversee session recordings and manage content upload to student websites and Canvas pages
Manage communications by sending program announcements and calendar invitations to students, faculty, and panelists
Coordinate domestic conference travel and international research travel for students and faculty, including scheduling and documentation requirements
Track travel approvals, required forms, and supporting documentation in accordance with institutional policies
Manage the submission and tracking of travel reimbursements, ensuring completeness, accuracy, and timely processing
Serve as a liaison between travelers, OMESA, and finance offices to resolve reimbursement or documentation issues
Configure, distribute, and manage evaluations and assessments in OASIS
Utilize Microsoft Office, Adobe, OASIS, Canvas, Salesforce, and other systems to support curriculum initiatives, reporting, and documentation tracking
Coordinate with IT and technical support to ensure systems readiness for training, user testing, and program delivery
Provide administrative, logistical, and documentation support for the Discovery and Scholarship Subcommittee of the Executive Curriculum Committee
Serve as a non‑voting member of the Discovery and Scholarship Subcommittee
Prepare and maintain committee materials, records, and supporting documentation
Serve on or support University committees as assigned
As a member of the OMESA medical education team, assist in the coordination and execution of major institutional events, including: White Coat Ceremony Orientation Medical Education Day Research Day Match Day Graduation Other events as required