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 respectfully communicate with other individuals whether it be a colleague patient or patients 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 MAHECs 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 including Word Excel PowerPoint and database applications required.

FOREIGN LANGUAGE
o Spanish speaking skills preferred.

PHYSICAL DEMANDS
Not Applicable.

EDUCATION AND EXPERIENCE

MINIMUM QUALIFICATIONS:

• Any combination of education and/or experience equivalent to an associate degree in business or office administration and 3-5 or more years of progressive administrative office management or executive assistant experience.

PREFERRED QUALIFICATIONS:

• Preferred experience in health-related or education field
• Working knowledge of medical terminology

REQUIRED LICENSES:
Valid North Carolina Drivers License.

SCHEDULE:
Regular attendance on-site is an essential function of this position. Typical business hours are Monday Friday 8:00 am to 5:00 pm (or flexed to best meet the needs of the clients and/or the Division); 40 hours per workweek; weekend holiday or evening coverage is occasionally required. Work hours will need to be flexible in order to respond to special work assignments or evening activities as requested by the team leader.

POSITION COMPENSATION:

$20.43/hour full time full benefits

At MAHEC we strive to equip all team members with Total Rewards (pay benefits) to honor their service support their health manage their financial security build their career and thrive.

All MAHEC employees and learners will be required to receive the Flu vaccine or have an approved exemption.

MAHEC Talent Management is located at 121 Hendersonville Road Asheville NC 28803. Equal Opportunity Employer.

MAHEC is a qualifying employer for the Public Service Loan Forgiveness (PSLF) Program. Employees who meet federal requirements may be eligible to have remaining student loan balances forgiven after 10 years of qualifying payments while working full-time at MAHEC.

If you are interested in this role and you have related experience and qualifications we encourage you to apply or reach out to for support in your job search process. You could be the talent we are seeking for this or other opportunities.