Sr. Program Coordinator (H) at University of Miami

Current Employees:If you are a current Staff Faculty or Temporary employee at the University of Miami please click here to log in to Workday to use the internal application process. To learn how to apply for a faculty or staff position using the Career worklet please review this tip sheet.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 FunctionsThe 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 reportsAssist in preparing ACCME annual report PARS and other special reports as required to maintain up-to-date accreditationParticipate in meetings between program director and CME Manager on a regular basis to meet on and communicate program information and planningAssist in streamlining course planning processes by proposing new ideas and building in new tools to better-utilize the systems used by the DivisionServe as the first point of contact for all vendorsComplete payments and controls expenses by receiving processing verifying and reconciling invoicesConsistently 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 paymentProcess speaker honoraria and travel reimbursement for each courseWork 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 recordsAssist 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 invoiceLiaise with external vendors to execute promotional events and campaignsPlan 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 informationCreate maintain expand and scale CME and course websitesUndertake individual tasks of each courses marketing plan as assignedManage on-site registration desk and assign registration duties/tasks to staffArrange 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 courseSet Up and help coordinate recording of Live presentations for Grand Rounds sessions in conjunction with Grand Round coordinatorPerform any other course coordination duties as assignedThis list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.CORE QUALIFICATIONS High school diploma or equivalentMinimum 3 years of relevant experienceSkill 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 Universitys 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 PublisherExcellent analytical communication organizational interpersonal and public speaking skillsOutstanding multi-tasking and problem-solving skills to ensure multiple and complex projects are accomplished successfully and on time in a fast-paced environmentHigh-quality customer service skillsAbility to enter and verify information accurately and efficiently with attention to detailAbility to travel locally for various CME events and stay at designated venues for duration of activityAbility to engage and assist and to work closely with faculty administration and outside agencies with minimal supervisionAbility to be self-directed as well as collaborative to work effectively as a member of a teamStrong typing ability of a minimum 45 wpmAny relevant education certifications and/or work experience may be considered. #LI-NN1The University of Miami offers competitive salaries and a comprehensive benefits package including medical dental tuition remission and more.UHealth-University of Miami Health System South Floridas only university-based health system provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine. As an academic medical center we are proud to serve South Florida Latin America and the Caribbean. Our physicians represent more than 100 specialties and sub-specialties and have more than one million patient encounters each year. Our tradition of excellence has earned worldwide recognition for outstanding teaching research and patient care. Were the challenge youve been looking for.The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.Job Status:Full timeEmployee Type:StaffPay Grade:H6Required Experience:Senior IC Key Skills Project / Program Management,Program Management,Developmental Disabilities Experience,Organizational skills,Data Collection,Meeting Facilitation,Utilization Review,Administrative Experience,Program Development,Public Speaking,Supervising Experience,Social Work Employment Type : Full-Time Experience: years Vacancy: 1