Job Information
University of Miami Sr. Program Coordinator in Miami, Florida
Current Employees:
If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click here (https://www.myworkday.com/umiami/d/task/1422$7248.htmld) 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 (https://my.it.miami.edu/wda/erpsec/tipsheets/ER_eRecruiting_ApplyforaJob.pdf) .
The University of Miami/UHealth Department of Medical Student Education has an exciting opportunity for a full-time 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.
Adheres to University and unit-level policies and procedures and safeguards University assets.
Department Specific Functions
The Senior Program Coordinator at the Division of Continuing Medical Education (CME) provides administrative support for all Department Managed Courses, Enduring Materials, Joint Initiatives and Event Managed Courses. 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. Provide administrative support for all Department Managed Courses, Enduring Materials, Joint Initiatives and Event Managed Courses. Complete payments and controls expenses by receiving, processing, verifying and reconciling invoices. Consistently record detailed course expenses and income to ensure fiscal success including, but not limited to, creating purchase orders, submitting invoices to accounts payable, and payment follow up with accounting and vendors.
Pre-Sessions: Review all documents uploaded to CloudCME, ensuring correct activity names, dates, absence of pharmaceutical logos, complete disclosures, and video releases.
Post-Sessions: Upload any new activities to CloudCME and save final documents from coordinators to the appropriate RSS folder.
Invoices: Create journal entries for all grand rounds from January through December for the new year
PO Requisitions: Create master PO requisitions for hotels, marketing, audio-visual, logistics, etc.
Journal Entries: Create journal entries for CME accreditation and management fees from each conference before fiscal year-end.
Vendor Payments: Pay vendors from grants, exhibits, and sponsorships by creating supplier requisitions in Workday.
Update course dashboards.
Exhibitor Communication: Send emails and make calls to exhibitors regarding payment status before and after conferences.
Conference Support: Assist with pre- and post-conference tasks, including registration site management, printing materials, and verifying receipt of disclosures, PowerPoints, CVs, and speaker bios. Save documents in the CME-managed folder.
Follows up with registration and exhibitor payments from Cvent, the CME event-marketing vendor, to assist CME managers in maintaining course budgets.
Financial Transactions: Deposit checks and wire transfers into conference accounts and contact medical finance for specific conference wire transfers, record payments received via check, credit card, or ACH wire in Cvent or CloudCME, order supplies for all conferences.
Workflow/Dashboard Updates: Update workflows and dashboards as required.
Financial transactions: Create invoices for billing-specific vendors as needed, create requisitions for future grants received, process payments to vendors from grants by creating supplier requisitions, and deposit checks and wire transfers.
Activity Review: Review and import enduring material activities into CloudCME.
Updates Income and Expense database for individual CME Managed course budgets as well as Department managed courses on a daily basis.
Create and submit invoices in workday.
Maintains calendars, types, composes correspondence, answers telephones, takes messages, transfers calls, greets visitors, answers routine questions, and directs visitors according to their needs.
Completes special assignments requiring collecting, organizing, and analyzing data which may be the basis for significant decisions; performs complex assignments; resolves issues and problems referred by staff or the supervisor.
Assists in developing and preparing budgets by compiling information to support projected expenditures in specific areas such as operating costs or travel costs; advises management of issues including trends, funding levels and expenditures related to these costs.
Prepares correspondence for CME Committee quarterly and as needed. May establish and implement work unit procedures (SOP)
Communicates regularly with physicians and other staff with regards to CME course information and resolves unique situations where each contact must be handled differently using judgment discretion.
May provide ancillary support to physicians, clinical activities, business services, etc.
This 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 equivalent
Minimum 3 years of relevant experience
Skill 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 University’s core values.
Ability to work independently and/or in a collaborative environment.
Proficiency in computer software (i.e. Microsoft Office).
Any appropriate combination of relevant education, experience and/or certifications may be considered.
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The 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 Florida's 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. We're the challenge you've been looking for.
Patient safety is a top priority. As a result, during the Influenza ("the flu") season (September through April), the University Of Miami Miller School Of Medicine requires all employees who provide ongoing services to patients, work in a location (all Hospitals and clinics) where patient care is provided, or work in patient care or clinical care areas, to have an annual influenza vaccination. Failure to meet this requirement will result in rescinding or termination of employment.
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 (https://www.hr.miami.edu/careers/eo-ada/index.html) for additional information.
Job Status:
Full time
Employee Type:
Staff
Pay Grade:
H6