Operations Coordinator- School of Medicine

JOB SUMMARY:
The operations Coordinator plays a vital role in supporting the operations of the UNC School of Medicine – Asheville Campus. This position ensures the smooth functioning of academic and administrative activities by managing calendars, coordinating meetings, and organizing events. The role involves close collaboration with faculty, students, and administrative teams across MAHEC and UNC SOM, with responsibilities ranging from planning weekly didactic sessions and proctoring exams to handling travel logistics and fiscal processes. The coordinator serves as a central point of contact for campus activities, contributing to a well-organized and responsive working and learning environment.

SPECIFIC RESPONSIBILITIES:

• Provide daily administrative and calendar support for Physician Faculty Leaders and Administrative Director of the UNC SOM – Asheville Campus.
• Arrange appointments, meetings, and requisite supporting needs (including utilizing virtual platforms) with students and teams across the MAHEC organization as well as with UNC SOM colleagues.
• Coordinate, plan and execute UNC SOM – Asheville Campus events.
• Communicate with MAHEC CME team to secure approvals for events with proposed CME credits.
• Arrange travel and process expense reimbursements for UNC SOM – Asheville Campus team and preceptors.
• •Utilize enterprise management software for procurement, expense reconciliations, preceptor payments, and processing of day-to-day fiscal activities for the UNC SOM –Asheville Campus team.
• Coordinate, plan and execute weekly didactics for SOM students. Work with Site Directors to plan schedule on an annual basis. Serve as on-site point person for weekly didactics, coordinating communications and providing real-time troubleshooting and support. Initiate and generate reports on attendance and post-didactic evaluations.
•  Serve as proctor for national board examinations, ensuring integrity and compliance.
• Assist with OSCE examinations in conjunction with the SOM administrative team and MAHEC Simulation Center. 
• Collaborate with the SOM administrative team to ensure continuity of operations.

This role description is a general description of the essential job functions.  It is not intended to describe all the duties the Operations Coordinator may perform.

KEY COMPETENCIES:    
•    Communication Skills     Effectively and respectably communicate with other individuals, whether it be a colleague, patient, or patient’s family member and appropriately enumerate information in a manner easily understood by all parties. We do this to foster a culture of understanding between all parties, especially in complex and difficult situations, to ultimately provide the best care possible to our patients and their families.
    
•    Decision Making    Ability to make the most appropriate decision in a given situation and then taking the next steps to ensure appropriate and timely completion. This requires conflict resolution skills, critical thinking skills, confidence in your ability to make the right decision in most situations. This also includes ability to prioritize your workday appropriately to ensure the most important tasks are completed on time.
    
    
•    Interpersonal Skills     Showing the ability to meet difficult situations with grace, professionalism, and understanding. Within your area of expertise, showing respect and showing empathy where appropriate with your colleagues, patients, and their family at all times, even when its most difficult to do so. This is done, in part, by effective listening, being your authentic self, showing responsibility and dependability, and being patient with others.
    
•    Organizational Values    Adherence to MAHEC’s founding principles and incorporating them every day. This includes, among others, having integrity and accountability, reverence for other cultures and equitable practices, ability to manage change, and displaying a clear understanding of organizational dynamics. Doing these things creates a culture where people want to do the best for each other and gives personal ownership towards the goal of helping people in their time of need.
    
•    Problem Solving     Having an analytical mind and ability to work autonomously to solve complex problems that may arise. The wherewithal to think logically through a difficult problem and come to an appropriate resolution for a given issue. This helps to drive continuous improvement by thinking through where we can improve in a novel way. Measures success by understanding where we are currently and where we want to go and then applying those new ideas to affect positive change.

SPECIFIC SKILLS

• Computer: Excellent skills in Microsoft Office includ