Sr. Program Coordinator
University of Miami

Job Info

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The department of Anesthesiology has an exiting opportunity for an on-site Sr. Program Coordinator. This position provides administrative support to faculty and acts as a liaison between faculty, students, and other Universities as well as 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.

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

Education:

High school diploma or equivalent

Certification and Licensing:

Not Applicable

Experience:

Minimum 3 years of relevant experience

Knowledge, Skills and Attitudes:

• 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).

DEPARTMENT ADDENDUM

Department Specific Functions

• Primarily exercises discretion and independent judgment in daily activities. Should be able to work with minimal supervision.
• Completes special assignments requiring collecting, organizing, and analyzing data which may be the basis for significant decisions.
• Provides administrative support to the Division Chief of UMH and Division Chief of Regional Anesthesia, and the members of both divisions.
• Performs complex assignments and resolves issues and problems referred by physicians or the supervisor.
• Ensures completed work products meet required timelines and standards of quality and quantity.
• Resolves unique situations where each contact must be handled differently using judgment discretion.
• Preparation of presentations, publications (articles and books), operational reports and grants.
• Responsible for coordinating and taking minutes for the UMH and Regional divisions meetings.
• Prepare PowerPoint presentations, update CVs in the University Digital measure website, and lecture material for residents for both divisions, write recommendation letters.
• Assist in the design and implementation of communication improvements, monitoring, or enforcement of compliance standards.
• Responsible for compiling, reviewing, and entering the daily clinical assignments and monthly call schedules for the Regional & UMH divisions in QGenda system. Advises the Division Chiefs, Director and Manager of any coverage issues. Responsible for reviewing and entering any changes in the scheduling systems. (QGenda and Amcom).
• Generate and upload the daily assignments spreadsheets to UChart/Epic program for the next day's OR assignments.
• Assist residents with resolving their medication discrepancies and submitting their resolution into Quantros system.
• Prepare and distribute via email the daily UMH on-call schedule for Attendings, Residents and CRNA.
• Ensure the Amcom paging system has the correct on call attending information, update manually if needed for last minute changes.
• Create and keep track of daily Encounter numbers for Acute Pain services and maintain an annual report.
• Assist with the onboarding of medical students process for their two-week rotations.
• Assist with onboarding for new faculty hires and request the necessary access for Photo ID's and parking, OR and building access, Pyxis, Istat and scrubs.
• Process the monthly airway/intubations report for all faculty.
• Provide coverage for the UMH attendings monthly overtime payroll report as needed.

• Maintains the calendar of both the UMH & Regional Chief Divisions, types, provides routine and general clerical support or medical-related support which may include patient care, student service, reports, and statistics.
• Answers telephones, take messages, answers routine questions, and transfer calls to appropriate individuals.
• Greets visitors and callers, handles their inquiries, and directs them to the appropriate person according to their needs.
• Orders office supplies.
• Composes correspondence or selects standardized formats.
• Prepares financial forms (Reimbursements via workday, IDRs, BEFs, Pos, work orders, check requisitions, etc. for department).
• May provide ancillary support to physicians, clinical activities, business services, student services, etc.
• Provides coverage for the Jackson South OR schedules and on-call schedules as needed.
• Performs other duties as assigned.

Department Specific Qualifications

Education:

High school diploma or equivalent

Certification and Licensing:

Not Applicable

Experience:

Minimum 3 years of relevant experience

Knowledge, Skills and Attitudes:

* General knowledge of office procedures and operations

* Ability to accurately prepare and maintain records, files, reports, and correspondence

* Ability to communicate effectively in both oral and written form

* Ability to maintain effective interpersonal relationships

* Ability to process and manage confidential information with discretion

* Skill in completing assignments accurately and with attention to detail

* Skill in writing recommendation letters

* Proficiency in computer software (i.e. Microsoft Office), University of Miami Calder Library website

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.

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:H6

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