Didactic Administrative Coordinator

General Ongoing Administrative Tasks:

1. Serve as initial point person for welcoming students faculty and other visitors to the Program; answering phones and taking messages.
2. Performs general administrative tasks including but not limited to written and verbal correspondence.
3. Follows and implements policies and procedures as established by the Program.
4. Serves as backup to the Program Analyst on the Website Update Committee.
5. Processes mail and prints documents as requested by faculty.
6. Works with other program and college staff including the MPH program and Deans office.

Program Meetings Minutes & Files

7. Maintains strict confidentiality regarding student and faculty records.

1. Attends the Program Meeting Didactic Curriculum Committee Student Promotions Committee and other assigned meetings taking minutes in the template and making them available electronically within 2 business days.
2. Organizes and participates in the development of conferences retreats faculty and committee meetings as directed. Maintains minutes of these meetings using excel template and makes them available electronically within 2 business days.

10. Organizes and maintains electronic student records updating them weekly.

11. Participate in accreditation tasks as directed.

12. Works closely with the Clinical Year Administrative Coordinator to ensure all necessary documentation is completed and student files are accurately closed out -- both when the didactic phase is complete and again prior to program completion.

Office Supplies Facilities & IT

1. Monitors inventory and orders office supplies.
2. Corresponds with appropriate University department(s) (i.e. IT) to maintain machinery including but not limited to replacing toner and paper supplies for the Program and building copy and fax machines.
3. Notifies facilities or IT in a timely fashion when there is a facilities or technology issue in the classroom or Program office (if not already submitted by affected faculty member). Actively follows up on ticket to ensure prompt resoloution.
4. Submits and follows-up on facilities and maintenance requests for the Program.

Scheduling

17. Develop implement and maintain the didactic students google calendars which includes information regarding class titles/times/locations examinations Holidays and other events. Reviewing and updating of these calendars must be performed at least weekly.

a. Work with the Director of Didactic Education (or assigned designee) to plot out semester schedules and reserve rooms for classes meetings and exams a timely fashion.

b. Schedule students for small groups and labs as requested by faculty.

c. Anticipate scheduling conflicts propose solutions and communicate updates to all stakeholders in a clear and timely fashion.

d. Identify space needs and reserves classrooms and conference rooms for the Program through the TUC scheduling system and updates the student google calendar daily as needed.

e. Serve as the primary point of contact for scheduling questions and requests.

f. Maintain accurate records of schedules and communicate changes proactively

g. Represents the program on the master calendar committee

18. Develop implement and maintain the Programs meeting schedule in the designated platform (i.e. Teams Outlook) which includes information regarding meeting time/location Holidays and other Program and University events. Reviewing and updating of these calendars must be performed at least weekly.

Reimbursement & Operations

19. Manages and maintains accurate records of payment for honorarium of guest lecturers and adjunct faculty including submitting the contracts on DocuSign for signature and processing. Processing of contracts input by course directors should be performed at least weekly (for lectures) or within 48 hours (for labs). Follows up with course directors and/or guest lectures/adjunct faculty as needed to complete timely processing of payment.

20. Submits travel requests and reimbursements from faculty to the Deans office and/or Fiannce within within 48 hours of submission. Maintains a database tracking all reimbursements created and processed.

General Ongoing Didactic Phase Responsibilities:

21. Proctors assists and coordinates written examinations practical exams/OSCEs small group cases and other Program events as designated.

1. Proctors exams and quizzes and schedules additional proctors for accomodated exams or re-takes as needed.

22. Working with the Pediatrics Course Director assists in organizing the Well Child Exam Workshop including facilitating pediatric model recruitment scheduling checking in/out processing payment and assuring the smooth running of the workshop on the day(s) it is held.

23. Working with Clinical Integration V Course Director(s) assists in organizing the Geriatric History Taking Activity including checking in volunteers and assuring the smooth running of the workshop on the day(s) it is held.

24. Works with the Director of Didactic Education and/or Clinical Integration Course Director(s) to provide information to students to purchase their required medical equipment.

25. Works with the Director of Didactic Education and appropriate Course Director(s) to process the contracts for ACLS/BLS training and breast/chest pelvic and urogenital/rectal/porostate physical exam training in a timely fashion.

26. Assists with campus-wide IPE day and research day as needed.

27. Participates in other Program and University events as needed.

Event Coordination/Project Management

Conferences & Event Planning

1. Coordinates and organizes events conferences workshops meetings and new student orientation.

2. Makes arrangements for presenters on-campus space travel equipment lodging and food service.

3. Plans events and sends out appropriate advertisements and invites.

4. Maintains communication with speakers vendors and participants.

5. Orders prepares and assembles event handouts and related supplies and materials.

6. Organizes and supervises registration and event set-up.

7. Assists compilation of workshop evaluations

8. Works with program analyst to perform follow-up activities including surveys and reimbursement of services.

9. Create project plans establish timelines assign tasks and track progress to ensure deliverables are met in a timely fashion.

10. Document workflows and develop process improvements for efficiency and consistency using Microsoft Office Suite applications.

Student-Specific Events

11. Coordinate logistics for program events including student orientations program retreats and Commencement ceremonies.

12. Working with the Bridge Program Course Director assists in organizing the Bridge Program including scheduling room reservation ordering catering services checking students in processing payments and organizing celebratory events at the conclusion of the two-week Program.

13. Works with the Director of Didactic Education or their designee to organize the new student Fall Orientation and performs tasks that need to be completed to prior to the event including but not limited to: scheduling and confirming speakers inviting faculty and other guests corresponding with incoming students regarding matriculation requirements ordering catering services reserving necessary rooms and ensuring powerpoint slides are ready to present.

14. Responsible for organizing the annual White Coat Ceremony which includes planning all aspects of the event creating and sending invitations reserving rooms contacting facilities and IT for necessary day-of assistance ordering catering services scheduling the fitting of the coats ordering and picking up coats plaques and decorations. Responsible for managinging the logistics on the day of the ceremony to contribute to the smooth running of the ceremony.

15. Plans organizes and coordinates the annual graduation party (with general supervision from Summative Course Director) including planning the schedule of events creating and sending invitations reserving rooms/space on campus contacting facilities and IT for necessary day-of assistance ordering catering services ordering and picking up plaques and decorations and managing all day-of logistics ensuring smooth execution of the event.

16. Assists in annual Commencement ceremony.

New Hires

17. Coordinates onboarding process for new faculty and staff. Completes HR paperwork for new hires which includes submitting badge and IT requests.

18. Assists new hires in any necessary communication and/or follow-ups with HR or IT.

Admissions

19. Serve as back up to the admissions administrative coordinator for day-of events.

20. Participate in multiple-mini interviews and group interviews as needed by the program.

Specific Ongoing Tasks Assisting the Program Director Associate Program Director and Director of Didactic Education:

1. Assists in appointment and meeting scheduling.
2. Anticipates conflicts proposes solutions and communicates updates to all stakeholders clearly and timely.
3. Reviews budget monthly and makes recommendations to the PD if approaching deficits.
4. Performs other related duties as assigned.

• Bachelors degree or the equivalent of three years experience in a related field
• Computer skills MS Office 365 (Teams Word Excel Power Point Outlook) & Google Calendar

Preferred

Experience working in higher education