Midwestern University Program Coordinator- AZCOM Dean's Office in Glendale, Arizona
The Program Coordinator – AZCOM Dean’s Office and Health Outreach through Medicine and Education (H.O.M.E.) provides administrative support to the AZCOM Dean’s Office, Clinical Education, and the Health Outreach through Medical Education (H.O.M.E.) program. This position reports to the Assistant to the Dean of AZCOM.
Essential Duties and Responsibilities
AZCOM Dean’s Office Duties include:
Support Associate Dean for Curricular Integration and Faculty Development with administrative tasks, expense reimbursement, and travel arrangements, as well as meeting notices, preparation and minute-taking/transcribing for Curriculum Committee and Pre-Clinical Promotions Committee.
Support Assistant Dean of AZCOM with administrative tasks, travel arrangements, and expense reimbursement.
Concur expense reports for AZCOM and Clinical Education credit cards, and faculty, as needed.
Daily mail distribution and management of returned mail items.
Student and graduate forms, letters and travel reimbursement forms
Edit articles, assist with design layout and distribute the AZCOM newsletter, The Pulse; responsible for including distribution to alumni via an e-mail distribution list.
AZCOM website oversight and editing, as needed.
Prepare award certificates for graduation banquet and manage graduation banquet reservations and meal ticket distribution.
Set up registration for first year student lunches, order lunches, room set-up.
Plan and manage oversight of RROD event annually.
Assist with special projects/events (Orientation, White Coat, Bridging Ceremony, Match Party and Graduation) that are arranged and managed by the AZCOM Dean’s Office.
Other duties as assigned
H.O.M.E. Responsibilities include:
General Office Support:
Greet and assist visitors coming to the H.O.M.E. Director’s Office
Answer phones for H.O.M.E. Director’s Office; screen and assist callers
Create and maintain an up-to-date filing system for student files
Oversight of student and physician volunteer clinic schedules
Order office supplies
Process all check and PO requests and track all departmental budget items.
Other duties, as requested
Support Director of H.O.M.E.
Make calendar appointments/assist with management of calendar
Make meeting and travel arrangements for H.O.M.E. Director for site visits, off campus lectures, conferences
Complete Concur expense reports
Schedule and coordinate quarterly committee meetings for H.O.M.E. Faculty Advisors Meetings include preparing packets and agenda; take, draft and finalize minutes.
Help create budgets and budget forms for H.O.M.E.
Report CME for H.O.M.E. physician volunteers
Collect and maintain medical licensure and malpractice certificates for physician volunteers
H.O.M.I.E. course support
Other duties, as assigned
Responsibilities for Assisting the H.O.M.E. Student Club
Assist students with H.O.M.E. scheduling software or MWU program
Assist with H.O.M.E. clinic & education site development tasks including correspondence with sites and securing contracts
Maintain database of preceptor participation for continuing medical education, submit monthly
Assist with getting supplies ready to go to sites, including loading into vehicles
Assist with updating shelter and day center sites’ contact information, yearly
Assist with updating preceptor contact information, quarterly
Assist with phone calls, mailings or e-mails which include:
Reminder letters for annual malpractice updates
Reminder letters to sites to complete/update any forms, as needed
Confirming students have met health requirements prior to volunteer work.
Work with the H.O.M.E. student financial officers to develop a system for inventory and tracking of all medical supplies used in the program and be responsible for training new students each year in maintaining that system.
Assist students with reserving facilities for club events, if needed.
Other duties, as assigned
This job has no supervisory responsibilities.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Must be able to work in a constant state of alertness and safe manner and have regular, predictable, in-person attendance. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
High school diploma or GED equivalent required. An Associate degree or Bachelor’s degree is preferred. Must have at least 5-7 years of administrative support experience. Previous experience working in an education environment is preferred.
This individual must have excellent organizational skills, as well as good interpersonal communication skills, both oral and written. Must be highly detail-oriented and have the ability to work well under pressure to manage multiple priorities and deadlines for themselves as well as department members.
The individual must be professional in interacting with internal and external contacts. The individual must be a self-starter and able to maintain the confidentiality of student, faculty, and clinical preceptor information.
Computer proficiency in MS Office (Word, Excel, Outlook). Experience using Adobe Acrobat, Publisher and Canvas is helpful.
Intermediate skills: Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
Intermediate skills: Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
Basic skills: Ability to add, subtract, multiply, and divide all units of measure using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to interpret bar graphs.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the employee is occasionally required to stand, walk, use hands to handle or feel and reach with hands and arms. The employee is regularly required to sit, talk and hear. Occasionally, the employee will be required to repeatedly lift and/or move up to 20 pounds.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.
Midwestern University is an Equal Opportunity/Affirmative Action employer that does not discriminate against an employee or applicant based upon race; color; religion; creed; national origin or ancestry; ethnicity; sex (including pregnancy); gender (including gender expressions, gender identity; and sexual orientation); marital status; age; disability; citizenship; past, current, or prospective service in the uniformed services; genetic information; or any other protected class, in accord with all federal, state and local laws, including 41 C.F.R. 60-1.4(a), 250.5(a), 300.5(a) and 741.5(a). Midwestern University complies with the Smoke-Free Arizona Act (A.R.S. 36-601.01) and the Smoke Free Illinois Act (410 ILCS 82/). Midwestern University complies with the Illinois Equal Pay Act of 2003 and Arizona Equal Pay Acts.
- High School or better
- Must have at least 5-7 years of administrative support experience.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)