Program Coordinator: Office of Learner Affairs
: Job Details :

Job Summary Responsible for administrative coordination of all activities related to the Office of Learner Affairs. This includes establishing and maintaining clinical and shadowing experiences for both internal and external learners in the environment, proactive planning for preceptor onboarding and orientation, monitoring activity and analyzing/managing capacity, managing invoices and payments, frontline support for all learning inquiries, serving internal and external customers using the Office of Learner Affairs, and providing schedule management and other administrative support for the Office of Learner Affairs staff and Associate Chief Academic Officer (ACAO) of Health Sciences and Professional Education. Responsibilities Program Coordination (75%): • Managing and coordinating daily operations and logistics at the Office of Learner Affairs. This includes (but is not limited to): • Managing clinical/learner affiliation agreements • Managing logistics of preceptor/learner orientation sessions including scheduling, catering, room set up and other needs • Maintaining accurate records of attendance and capacity for all learners rotating through the health system • Developing capacity dashboards to monitor and trend center activity • Support and maintain program scheduling system • Manage and support evaluation processes as required • Analyze utilization and other data and prepare special reports as directed • Managing data, reports and other paperwork required for successful functioning • Support marketing/communication needs for the office • Provide administrative support for staff and the ACAO of Health Sciences and Professional Education as necessary, including travel requests and reimbursement • Provide departmental meeting support through scheduling, developing agendas, taking meeting minutes as needed and ensuring follow through on activities Customer Service (25%): • Greet Office of Learner Affair's guests, provide in-person and telephonic support as necessary • Coordinate requests with learners, course planners, simulation staff and external stakeholders and users using core values and attention to our Best Place to Learn focus area • Route telephone calls as needed • Manage and grow relationships with external users of the center to establish the Office of Learner Affairs as supportive to the organizational mission and strategic vision Miscellaneous: • Organizing operational flow of multiple projects and concurrent training sessions with attention to detail, accuracy and a service mentality • Attending internal and external meetings as assigned and appropriate • Other duties as assigned by ACAO of Health Sciences and Professional Education Skills Analytical skills, customer service, employee relations, handling multiple assignments, teamwork, verbal communication, project management, professionalism, use of the Microsoft suite, use of other scheduling software as appropriate Knowledge, Skills & Abilities Patient Group Knowledge (Only applies to positions with direct patient contact) The employee must possess/obtain (by the end of the orientation period) and demonstrate the knowledge and skills necessary to provide developmentally appropriate assessment, treatment or care as defined by the department's identified patient ages. Specifically the employee must be able to demonstrate competency in: 1) ability to obtain and interpret information in terms of patient needs; 2) knowledge of growth and development; and 3) understanding of the range of treatment needed by the patients. Competency Statement Must demonstrate competency through an initial orientation and ongoing competency validation to independently perform tasks and additional duties as specified in the job description and the unit/department specific competency checklist. Common Duties and Responsibilities (Essential duties common to all positions) 1. Maintain and document all applicable required education. 2. Demonstrate positive customer service and co-worker relations. 3. Comply with the company's attendance policy. 4. Participate in the continuous, quality improvement activities of the department and institution. 5. Perform work in a cost effective manner. 6. Perform work in accordance with all departmental pay practices and scheduling policies, including but not limited to, overtime, various shift work, and on-call situations. 7. Perform work in alignment with the overall mission and strategic plan of the organization. 8. Follow organizational and departmental policies and procedures, as applicable. 9. Perform related duties as assigned. Education • Bachelor's Degree (Required) Education: Degree can be in Business, Education, Health Education or related. Experience: 2 Years Related experience. Substitution: Associate degree in related field and 7 yrs related exp. May substitute for Bachelors and 2 years of experience. Credentials • Drivers License (Required) Work Schedule: Days Status: Full Time Regular 1.0 Location: Chesterfield Bldg 4-Center for Learning & Research Location of Job: US:WV:Charleston Talent Acquisition Specialist: Tamara B. Young ...@vandaliahealth.org