Sr. Program Coordinator (H)

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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.

CORE JOB FUNCTIONS                                                                                                          

• 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.

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