Program Coordinator
Location: Nashville, Tennessee
Description: Vanderbilt University is at present looking to employ Program Coordinator right now, this position will be placed in Tennessee. For detail informations about this position opportunity kindly read the description below. Manage GME Website
â€" re-format, maintain, update and alter as needed
Assist in updating Program Coordinator Manual keeping web version current.
Assist in updating Housestaff Manual annually by collecting updates from various departments, making edits as requested, proofreading, updating table of contents, and posting on website.
10%, Ongoing updates to website, annual updates to HS Manual and PC Manual (both web-based documents)
Coordinate Internal Reviews
â€"
Prior to Internal Review:
Track due date, make contacts, schedule with all participants, send preparation materials and collect and distribute documents for review in advance of meeting, arrange meeting space and notifications, check meeting space and stay until participants have arrived and have everything needed to begin the meeting.
Post Internal Review:
Distribute Reports, Manage Follow-through on recommendations and analysis of results. Track completion of review and appropriate follow-up for documentation.
20%, Ongoing, 1-2 Internal Reviews per month
Plan and Organize New House Staff Orientation
(approximately 200 participants over 3 days) and Late Orientation (approximately 50 participants over 1 day)
Plan schedule in conjunction with Administrative Director and Associate Dean of GME
Schedule appropriate rooms and spaces needed for orientation events
Invite all speakers and departments who participate while coordinating the space, timing and staff resources needed to deliver services
Order tables, chairs and make arrangements for all deliveries, oversee the set-up and troubleshoot problems.
Coordinate all presentation needs with audio/video and support staff to manage AV equipment.
Order meals within budget parameters including breakfast, lunch, snacks, drinks for each day. Ensure timely delivery and set-up.
Print programs
Have signs printed and displayed for all activities at the proper location
Prepare final call list of all presenters/departments with contact information to have on hand for problem resolution.
Be available to trouble shoot and resolve any problems related to the event.
15%, Annual Event, some level of planning through the year
Maintain Program Data and Contract Files
Manage GME program accreditation binders including all ACGME correspondence, internal reviews, changes in program directors. These binders are critical documentation related to the review and accreditation process for each of the more than 70 accredited programs at Vanderbilt and the institutional accreditation. They are also used as reference material by the Designated Institutional Official and must be current and orderly.
Maintain hard copy files of contracts/agreements as received from the Office of Grants and Contracts
10%, Ongoing, daily/weekly tasks
Coordinate Graduate Medical Education Committee
(GMEC) â€" This body provides oversight of Graduate Medical Education at Vanderbilt. Schedule Rooms for monthly meeting sending e-mail notice and all materials for review (agenda, internal review documents, ACGME correspondence, visa applications, etc.) in advance of meeting, order meals for all participants, take minutes, prepare and distribute minutes and maintain as documentation for GME.
10%, Monthly
Gather Data from Departments
Request information from departments regarding Housestaff Meal Money, prepare spreadsheet for calculation based on call schedule and meal allowance and coordinate the distribution of meal money through the card office. Revise and update as needed for additions, off-cycle hires, etc.
Assist in the collection of quarterly Housestaff duty hour reports from programs as requested
5%, Annual for July hires with some off-cycle hires processed through the year
Prepare for Incoming Housestaff
Establish Professional Master and VU Net ID’s, security updates (Medipac, etc.) and building access for incoming Housestaff
5% Annual for July Hires some off cycle hires processed through the year
Assist with the preparation for Program Coordinator meetings and training events.
This involves communicating with coordinators, scheduling rooms, taking reservations, coordinating any payment for activities involving a cost to the department, ordering food when appropriate, printing handouts, etc.
5%, Minimum of Quarterly Meetings with additional mini training sessions/webinars
Manage Departmental Communications
Distribute communications broadly as requested by Administrative Director or Associate Dean to Program Directors, Program Coordinator and members of the Housestaff.
Manage Outlook contact list and Service Directory updating program/personnel data as needed
Manage GME email box â€" answer and forward inquiries
10%, Ongoing as needed
Assist with special projects
as needed such as Second Look Weekend and Annual Research Forum
Second Look Weekend:
Communicate with departments regarding the planning of the event, participation and invited candidates
Arrange logistics including meeting space, hotel rooms, tours, transportation, etc.
Make reservations related to travel and accommodations
Arrange for meals, speakers and related activities
Ensure arrival, troubleshoot and solve problems that arise.
Research Forum:
Publicize the Event to the appropriate parties/participants
Engage participants for judging and participating
Distribute materials to invite submission of poster/oral presentations
Order Food/Drink and make space arrangements
Order display boards and other items needed for event
Prepare awards and acknowledge support of judges
5%, 1-2 events per year
Other Duties as Assigned
Manage GME ticket giveaways for Housestaff to attend special community entertainment events and sports events.
Assist to gather updated cost information for budget preparation and communicate to the Administrative Director
Develop Presentation Materials as requested
5%, as assigned
Physical Aspects of Job:
Significant computer work â€" email, web development/design, Excel, Word, New Innovation (contract entry and tracking)
Telephone Communication, email communication
Maintain GME Program Accreditation Binders â€" lifting, printing, filing in three ring binders
Traveling to meetings/events within buildings of the medical center campus
Transport materials to meetings as necessary
Arrange rooms/equipment as necessary
Filing â€" contract files
Need:
High Level Organizational Skills
Plans, coordinates and executes either a) events or b) one or more programs/services for Vanderbilt students/staff/faculty or the community at large. Events or programs/services are expected to continue or repeat periodically without significant change and/or expansion.
Key Functions and Expected Performances:
Plans and develops the event or program/service in order to meet established goals, objectives and timeliness.
Provides input into the establishment of goals and objectives for the event or program/service.
Determines the content and details of the event or program/service.
Continuously compiles, reviews and analyzes event or program/service outcomes against the established goals, objectives, and timeliness.
Recommends improvements to the event or program/service.
Identifies, researches, and selects the facilities necessary for the event or program/service. Schedules facilities as appropriate.
Solicits volunteers, students and /or other staff members to help in the execution of the event or service.
Develops marketing proposals for the event or program/service.
Determines what marketing efforts are needed and creates budgetary proposals to carry out those marketing efforts.
Designs promotional materials for the event or program/service or contracts with internal or external partners to develop such communications.
Ensures quality, consistency, and effectiveness of all marketing communications.
Acts as a liaison for the event or program/service by answering inquiries, providing information, and addressing concerns.
May act as spokesperson for the event or program/service in local media.
Plans and leads the execution of the event or program/service.
Develops the overall logistical plan necessary to successfully carry out the event or program/service.
Plans the timeline for the set and breakdown of the facilities.
Writes specifications, negotiates and monitors agreements for the procurement of services, supplies and equipment, according to University Purchasing policies and guidelines.
Maintains appropriate documentation of the event or program/service to ensure compliance with Vanderbilt policies and procedures, as well as those of the funding source, if external.
May be empowered to make on-site decisions to resolves problems brought forth by participants, suppliers and vendors.
Provides budgetary management to the event or program/service.
Creates the budgetary proposal for the event or program/service and secures necessary approvals.
Has responsibility to ensure that the event or program/service is executed on or under budget.
Monitors expenditures and makes decisions on allocation of funds throughout the event or program/service.
Makes purchases and requisitions items needed. May have signature authority for such purchases and requisitions.
May manage staff, students and volunteers supporting the event or program/service.
Determines appropriate staffing levels for the event or program/service.
Hires, trains and supervises volunteers, student workers, or staff for the event or program/service.
Coordinates or provides for the training of staff as needed.
Makes salary determinations for students and staff in accordance with University policies & practices.
Conducts or contributes to the annual performance evaluations for all staff and student workers.
Basic Qualifications
Job requires Bachelor's and 1 year of experience or the equivalent.
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If you were eligible to this position, please give us your resume, with salary requirements and a resume to Vanderbilt University.
Interested on this position, just click on the Apply button, you will be redirected to the official website
This position starts available on: Fri, 13 Jul 2012 23:43:44 GMT
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