Program Coordinator II

Department:

85072 Wake Forest University Health Sciences - Academic PA Studies

Status:

Full time

Benefits Eligible:

Yes

Hours Per Week:

40

Schedule Details/Additional Information:

The Wake Forest PA program within the Wake Forest University School of Medicine, has a rich history of producing highly capable and competent clinicians.  We are fortunate to have two campuses in North Carolina (Boone and Winston-Salem). The two-year PA program is divided into didactic/preclinical (1st year) and rotation/clinical education (2nd year). There are on average 88 students in each class with 24 of those on the Boone campus.

The Department of PA Studies (DPAS) is seeking a program coordinator who will be located on the Winston Salem campus. The program coordinator will work in collaboration with key program personnel to support day-to-day operations across all aspects of the educational program with focus on clinical year.

The primary duties include but are not limited to:

Integral Support:  Collaborating closely with clinical year team you will oversee responsibilities spanning event management, communications, expense management, curriculum and evaluation.

• Day to day point of contact for faculty, preceptors, and students to ensure site compliance for all rotations.  
• Responsible for maintaining site affiliation agreements for new and renewed sites annually.  Maintain site rotation requirements and ensure students timely submission prior to rotation start including but not limited to: drug screens, immunizations, FIT testing, background checks, and health insurance.
• Work with PA Studies registrar to ensure timely and accurate posting of rotation grades.
• In conjunction with course directors and co-coordinator, oversee and support smooth curriculum delivery for clinical year courses Clinical Year Prep and Preparing Future Professionals for both Winston and Boone campus. Oversee set-up and tear-down for curricular courses as well as related assessments. Ensure set-up of curriculum recordings, one45 scheduling and student attendance.
• Support evaluation activities for preclinical and clinical year including but not limited to scheduling and proctoring clinical year end of rotation exams; assisting with preclinical end-of-unit exams and assessments; scheduling for final summative exam - managing materials, testing schedules, and proctors.  
• Responsible for the annual recruitment event for clinical year students.  Work with clinical year director and co-program coordinator to plan, coordinate, and engage internal as well as external stakeholders & students for a successful event.
• Manage department, network, and community preceptor payments.  Responsibilities include:  collecting documentation and submitting set up requests for new preceptors in Workday Strategic Sourcing, completing cost transfers, submitting payment requests, saving documentation, and communicating payment details to the office administrator.
• Will have knowledge and proficiency of co-coordinators role and responsibilities to ensure adequate back-up and cross-coverage within clinical year.  Maintain standard operating processes, shared calendars, checklists and timelines.  Meet regularly to ensure seamless communication and understanding of ongoing needs or issues.  
• Provide data and reports for the accreditation team as requested.

Team Collaboration: Beyond overseeing curricular and administrative components, this position supports the entire DPAS team during high-demand periods

• Help coordinate and/or participate in events, including but not limited to, orientation, white coat ceremony, inter-professional activities, admissions interviews, hooding and awards ceremony. Occasional overnight or day travel to Boone campus may be required during events or high-demand periods.
• Serve as staff support for the department Student Professionalism and Honor Council Committee
• Engage with external community stakeholders through other events such as quarterly community engagement, Camp Med, and other program events

Committed to creating a welcoming and inclusive environment for all, we are seeking candidates with these qualifications:

• Bachelor’s Degree
• Two (2) years of experience or an equivalent combination of education and experience

An ideal candidate will be a team player and will have:

• excellent written and verbal communication skills
• a high degree of professionalism, discretion and confidentiality
• excellent analytical, problem-solving, critical thinking and technical skills, specifically with Microsoft office suite products
• ability to work independently with minimal supervision
• Prior experience with learning management system is preferred but not required.

Pay Range

$24.85 - $37.30

Major Responsibilities:

• Participates in the design, development, and promotion assigned program. Takes primary responsibility for the organization, effectiveness, and recognition of participant completion of the program(s). 
• Contacts and works with internal leadership, various departments, other medical centers, social and civic organizations, support organizations, and community leaders to develop support for and implement the program(s) or educational activity. 
• Designs educational and promotional materials, plans and develops the curriculum and agenda for programs, seminars, and workshops. 
• Plans delivery of information for the target population. Delivers or coordinates the delivery of educational materials and conduct workshops. 
• Recruits volunteers for programs, develops training materials, trains and supervises volunteers in conducting or assisting with educational activities. 
• Performs major coordination of activities - plans for location/accommodations, negotiates costs, assures that information is received by presenters and participants, and assures that all necessary equipment is coordinated for presentations/courses given. 
• Attends all program activities, as applicable. 
• Collects data for program evaluation, designs data collection forms and reports information as required. 
• Coordinates the work of other program or departmental personnel in the completion of clerical activities related to the program(s).  

Education Required:

• An equivalent combination of education and experience to a bachelor's degree.

Experience Required:

• An equivalent combination of education and experience to a bachelor’s degree.

Education Preferred:

• Bachelor’s degree.

Experience Required:

• One-year experience. 

Knowledge / Skills / Abilities Preferred

• Excellent oral, written, and interpersonal communication skills.
• Strong presentation, facilitation, quantitative, and analytical skills.
• Understanding financial costs and budgeting.
• Ability to multitask and prioritize.
• Strong PC background in computer, spreadsheets, systems and presentation packages.
• Ability to use MicroSoft Office Suite (unless alternate software package is specified by the department). 

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.

Our Commitment To You:

Advocate Health offers a comprehensive suite of Total Rewards: benefits and well-being programs, competitive compensation, generous retirement offerings, programs that invest in your career development and so much more – so you can live fully at and away from work, including:

Compensation

• Base compensation listed within the listed pay range based on factors such as qualifications, skills, relevant experience, and/or training
• Premium pay such as shift, on call, and more based on a teammate's job
• Incentive pay for select positions
• Opportunity for annual increases based on performance

Benefits And More

• Paid Time Off programs
• Health and welfare benefits such as medical, dental, vision, life, and Short- and Long-Term Disability
• Flexible Spending Accounts for eligible health care and dependent care expenses
• Family benefits such as adoption assistance and paid parental leave
• Defined contribution retirement plans with employer match and other financial wellness programs
• Educational Assistance Program

About Advocate Health

Advocate Health is the third-largest nonprofit, integrated health system in the United States, created from the combination of Advocate Aurora Health and Atrium Health. Providing care under the names Advocate Health Care in Illinois; Atrium Health in the Carolinas, Georgia and Alabama; and Aurora Health Care in Wisconsin, Advocate Health is a national leader in clinical innovation, health outcomes, consumer experience and value-based care. Headquartered in Charlotte, North Carolina, Advocate Health services nearly 6 million patients and is engaged in hundreds of clinical trials and research studies, with Wake Forest University School of Medicine serving as the academic core of the enterprise. It is nationally recognized for its expertise in cardiology, neurosciences, oncology, pediatrics and rehabilitation, as well as organ transplants, burn treatments and specialized musculoskeletal programs. Advocate Health employs 155,000 teammates across 69 hospitals and over 1,000 care locations, and offers one of the nation’s largest graduate medical education programs with over 2,000 residents and fellows across more than 200 programs. Committed to providing equitable care for all, Advocate Health provides more than $6 billion in annual community benefits.