Senior Educational Specialist, Discovery Course - School of Medicine

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Description

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

 

KEY 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.

ADDITIONAL JOB RESPONSIBILITIES: 

Program Coordination & Operations

• 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

Cirriculum, Student Progress & Compliance

• 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

Events, Sessions & Logistics

• 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

Travel, Research Support & Financial Documentation

• 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

Technology & Systems Coordination

• Configure, distribute, and manage evalua