Sr. Program Coordinator (H)

University of Miami•Miami, FL

40d•Onsite

About The Position

The University of Miami/UHealth Department of Medical Education has an exciting opportunity for a full-time Sr. Program Coordinator to work in Miami, FL. The Sr. Program Coordinator provides administrative support to faculty and acts as a liaison between faculty, students, and other Universities. This position assists in the development, monitoring, and reporting of departmental budgets. Department Specific Functions The Senior Program Coordinator at the Division of Continuing Medical Education (CME) reports to the Director of the Division of CME and provides support for courses managed by the Division. The Senior Program Coordinator works closely with CME Managers and University Faculty to sustain operational excellence by building relationships with local constituents, is responsible for the marketing efforts and processing payments and documentation for all aspects of the course planning process. Under the guidance and supervision of the CME Manager, plan and coordinate Continuing Medical Education (CME) symposia and courses from inception and evaluation to completion of final reports Assist in preparing ACCME annual report, PARS and other special reports as required to maintain up-to-date accreditation Participate in meetings between program director and CME Manager on a regular basis to meet on and communicate program information and planning Assist in streamlining course planning processes by proposing new ideas and building in new tools to better-utilize the systems used by the Division Serve as the first point of contact for all vendors Complete payments and controls expenses by receiving, processing, verifying and reconciling invoices Consistently record detailed course expenses and income to ensure fiscal success including, but not limited to, creating purchase orders, sending payments to accounts payable, payment follow up with accounting and vendors and vendor invoice processing and payment Process speaker honoraria and travel reimbursement for each course Work closely with the CME manager to enter all course information into dashboard budget and in the respective course folders in the CME electronic shared drive; use existing systems/programs to effectively maintain records Assist CME Manager in executing negotiated hotel contracts including room rates, determination of date availability and meeting room space, food and beverage selections, group concessions, hotel deposits, rooming list management and assisting the CME Manager in the review and processing of the final hotel invoice Liaise with external vendors to execute promotional events and campaigns Plan and execute initiatives to reach the target audience through appropriate channels (social media, e-mail, TV etc.) Coordinate and compile program content for brochures and course collateral including objectives, faculty information, agenda, hotel information, CME-required elements and registration information Create, maintain, expand and scale CME and course websites Undertake individual tasks of each course’s marketing plan as assigned Manage on-site registration desk and assign registration duties/tasks to staff Arrange pre-event and onsite logistics to ensure delivery and set up of event functions including general sessions, workshops, dinners and special events, shipment coordination and distribution of meeting materials/registration packets, etc. Prepare the course syllabus for printing including appropriate CME elements for each course Set Up and help coordinate recording of Live presentations for Grand Rounds sessions in conjunction with Grand Round coordinator Perform any other course coordination duties as assigned This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

Requirements

High school diploma or equivalent
Minimum 3 years of relevant experience
Skill in completing assignments accurately and with attention to detail.
Ability to analyze, organize and prioritize work under pressure while meeting deadlines.
Ability to process and handle confidential information with discretion.
Ability to work evenings, nights, and weekends as necessary.
Commitment to the University’s core values.
Ability to work independently and/or in a collaborative environment.
Proficiency in computer software (i.e. Microsoft Office).
Proficiency in Microsoft Office, including Word, Excel, PowerPoint and Publisher
Excellent analytical, communication, organizational, interpersonal and public speaking skills
Outstanding multi-tasking and problem-solving skills to ensure multiple and complex projects are accomplished successfully and on time in a fast-paced environment
High-quality customer service skills
Ability to enter and verify information accurately and efficiently with attention to detail
Ability to travel locally for various CME events and stay at designated venues for duration of activity
Ability to engage and assist and to work closely with faculty, administration and outside agencies with minimal supervision
Ability to be self-directed as well as collaborative to work effectively as a member of a team
Strong typing ability of a minimum 45 wpm
Any relevant education, certifications and/or work experience may be considered.

Responsibilities

Works closely with students to continuously evaluate their learning experience and improve quality and value of the program.
Registers students for courses using University procedures and systems.
Acts as an academic advisor for students in the program and as a career advisor for prospective and continuing students.
Develops strategic partnerships with external entities and organizations.
Creates monthly budget reports to ensure operations are within plan.
Assists with database maintenance and enrollment management.
Ensures administrative processes and associated forms for instructor services are completed in a timely manner.
Responds to various instructor requests and telephone, email, and internet submissions for all programs.
Prepares faculty payroll for the program.
Plans and participates in open houses for the department.
Adheres to University and unit-level policies and procedures and safeguards University assets.
Under the guidance and supervision of the CME Manager, plan and coordinate Continuing Medical Education (CME) symposia and courses from inception and evaluation to completion of final reports
Assist in preparing ACCME annual report, PARS and other special reports as required to maintain up-to-date accreditation
Participate in meetings between program director and CME Manager on a regular basis to meet on and communicate program information and planning
Assist in streamlining course planning processes by proposing new ideas and building in new tools to better-utilize the systems used by the Division
Serve as the first point of contact for all vendors
Complete payments and controls expenses by receiving, processing, verifying and reconciling invoices
Consistently record detailed course expenses and income to ensure fiscal success including, but not limited to, creating purchase orders, sending payments to accounts payable, payment follow up with accounting and vendors and vendor invoice processing and payment
Process speaker honoraria and travel reimbursement for each course
Work closely with the CME manager to enter all course information into dashboard budget and in the respective course folders in the CME electronic shared drive; use existing systems/programs to effectively maintain records
Assist CME Manager in executing negotiated hotel contracts including room rates, determination of date availability and meeting room space, food and beverage selections, group concessions, hotel deposits, rooming list management and assisting the CME Manager in the review and processing of the final hotel invoice
Liaise with external vendors to execute promotional events and campaigns
Plan and execute initiatives to reach the target audience through appropriate channels (social media, e-mail, TV etc.)
Coordinate and compile program content for brochures and course collateral including objectives, faculty information, agenda, hotel information, CME-required elements and registration information
Create, maintain, expand and scale CME and course websites
Undertake individual tasks of each course’s marketing plan as assigned
Manage on-site registration desk and assign registration duties/tasks to staff
Arrange pre-event and onsite logistics to ensure delivery and set up of event functions including general sessions, workshops, dinners and special events, shipment coordination and distribution of meeting materials/registration packets, etc.
Prepare the course syllabus for printing including appropriate CME elements for each course
Set Up and help coordinate recording of Live presentations for Grand Rounds sessions in conjunction with Grand Round coordinator
Perform any other course coordination duties as assigned