Sr. Program Coordinator

University of Miami; United States; On-site; USD 65,000 - 90,000; Full time

Job summary

The University of Miami is seeking a Sr. Program Coordinator in Miami, FL to provide administrative support to faculty and serve as a liaison among faculty, students, and external universities.

The role includes developing and reporting on departmental budgets and coordinating course scheduling and enrollments. Responsibilities include coordinating Phase 3 course activities, managing enrollments and grade submissions, and supporting events while maintaining confidentiality and professionalism in

Qualifications

• High school diploma or equivalent is required.
• Minimum 3 years of relevant administrative experience.
• Experience supporting faculty or academic programs is a plus.

Responsibilities

• Provides administrative support to faculty and acts as a liaison between faculty, students, and external universities.
• Develops budgets and prepares monthly budget reports.
• Registers students for courses using university procedures and systems.
• Prepares faculty payroll and coordinates course scheduling and enrollments.
• Coordinates and supports events and open houses for the department.

Skills

Administrative support

Budget management

Communication skills

Interpersonal skills

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

The University of Miami/UHealth Department Medical Student Education has an exciting opportunity for a full-time Sr. Program Coordinator 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 the 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.
• Coordinates and prepares student clinic schedules and team assignments, ensuring alignment with program requirements and clinical site availability.
• Ensures that students have adequate access to location-specific team assignments, coordinating with clinical sites and university systems to facilitate seamless placement.
• Creates and distributes surveys to incoming students to gather essential information such as team preferences, intended application areas, and absence requests, ensuring accurate placement and scheduling.
• Finalizes gradebooks and enters grades in CaneLink prior to the 5-week deadline, ensuring accuracy and timely submission of student assessments.

Department Specific Functions

• The Sr. Program Coordinator is responsible for working with the Phase 3 Directors to ensure the Phase 3 course requirements are met in accordance with regulatory agencies and accrediting bodies guidelines.
• The Sr. Program Coordinator manages the implementation of medical student activities for the respective departments.
• The Sr. Program Coordinator exemplifies the mission, vision, values, and acts in accordance with University of Miami Miller School of Medicine policies and procedures.
• The Sr. Program Coordinator provides centralized operational support for Phase 3 courses by managing enrollments and drop/add activity, coordinating schedule and roster updates within the LMS and related systems, monitoring grade submission and course completion requirements, and serving as the course coordinator when a department-level coordinator is not available.
• The Sr. Program Coordinator should possess excellent interpersonal skills with the ability to always maintain confidentiality and professionalism.
• The Sr. Program Coordinator will need to interact with medical students, residents, staff, and faculty.
• They should be able to work independently but know when to seek direction from supervisors.

Primary Duties and Responsibilities:

Course Management and Coordination:

• Manage the day-to-day administration and implementation of Phase 3 courses and rotations, providing operational support to Phase 3 Course and Lead Directors and coordinating student requests, appointments, communications, and course activities.
• Coordinate academic-year course, rotation, and lecture schedules, including orientations, assessments, clinical rotation assignments, room assignments, and Transition to Residency (TTR) logistics; reserve audiovisual equipment and other resources as needed.
• Develop, distribute, and revise student schedules and communicate schedule information to appropriate students, faculty, and house staff; monitor add/drop and schedule-change requests within established CaneLink deadlines.
• Maintain and fully utilize Phase 3 learning and curriculum management systems, ensuring that course objectives, content, assessments, schedules, educational resources, orientation materials, and other course information are current, accurate, and accessible to students and faculty.
• Monitor student compliance with course-specific requirements, rotation checklists, required forms, and deadlines; provide reminders and follow-up as needed.
• Respond to faculty, house staff, and student inquiries and communications and coordinate student feedback sessions and other meetings with Phase 3 faculty.
• Implement approved Clinical Course Catalog changes and support curriculum mapping and curriculum change-management processes.
• Coordinate the purchase and implementation of required online modules and other approved course resources.
• Assess, evaluate, and grade: Manage Phase 3 student evaluation and grading processes, including distributing and collecting evaluations across clinical sites and following up on outstanding evaluations after each rotation.
• Prepare student grade documentation, verify completion of required grading components and course requirements, prepare final Course Director Grade Reports, and upload final grades to CaneLink.
• Assist with the administration of Phase 3 Objective Structured Clinical Examinations (OSCEs) and proctoring activities across phases, as assigned.
• Coordinate and support Phase 3 events, including catering and related logistics, while adhering to established budgets.
• Participate in relevant program, departmental, and institutional meetings and collaborate regularly with other Phase 3 Senior Program Coordinators to address shared needs, align processes, and implement best practices.
• Develop and coordinate continuing education and training plans to support program needs.
• Assist with special projects at the request of the Phase 3 Director.
• Perform other duties as assigned.

Program Operations, Collaboration, and Support:

• Coordinate and support Phase 3 events, including catering and related logistics, while adhering to established budgets.
• Participate in relevant program, departmental, and institutional meetings and collaborate regularly with other Phase 3 Senior Program Coordinators to address shared needs, align processes, and implement best practices.
• Develop and coordinate continuing education and training plans to support program needs.
• Assist with special projects at the request of the Phase 3 Director.
• Perform other duties as assigned.

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.

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. Applicants and employees are protected from discrimination based on certain categories protected by Federal law.

Job Status: Full time Employee Type: Staff

The mission of the University of Miami is to transform lives through education, research, innovation, and service.

A vibrant and diverse academic and healthcare community, the University of Miami and the University of Miami Health System ("UHealth") have rapidly progressed to become one of the nation’s top research universities and academic medical centers in the nation.

The University comprises 12 schools and colleges serving undergraduate and graduate students in more than 350 majors and programs.

Visit welcome.miami.edu/about-um to learn more about our points of pride.

The University ranks No. 55 on U.S. News & World Report’s 2022 Best Colleges list and ranked No. 49 in the 2022 Wall Street Journal/Times Higher Education College Rankings.

Bascom Palmer Eye Institute is ranked the #1 eye hospital in the USA and offers some of the nation's premiere eye doctors to treat every eye condition for adults.

Sylvester Comprehensive Cancer, part of the Miller School of Medicine, received the prestigious National Cancer Institute designation in 2019.

The University of Miami and UHealth have also ranked among the Forbes Best Employers and Best Employers for Women on several occasions, most recently in 2022.

With more than 17,000 faculty and staff, the University strives for excellence, and is driven by a powerful mission to transform and impact the lives of its students, patients, members of the community, and people across the globe.

The University of Miami is an Equal Opportunity Employer. Applicants and employees are protected from discrimination based on certain categories protected by Federal law.