What are the responsibilities and job description for the Program Coordinator position at East Carolina University?
Communication – Verbal: This position has a significant amount of external public contact with health professionals statewide and nationally. Public contact is made through correspondence via mail, telephone, attending educational programs to control registration, and advising and directing the public who enter our agency. Examples of the kinds and variety of information given to the public participants, hospital Education Coordinators, state and national faculty, professionals (faculty) at ECU Brody School of Medicine, various Colleges/Schools, Directors and support staff at our agency, other AHECs in the state of North Carolina, and vendors, include:
- Dates, times, costs, and locations of programs;
- Availability of space which includes number of people registered;
- Income and expenses of program;
- Contact personnel at other agencies;
- Status of payment for faculty conferring with the business office on payments; References on faculty to include how they are evaluated;
- Answer questions from professionals interested in teaching and refer to director;
- Respond to inquiries from support staff regarding duties, problems, decision making, etc; advise other agencies of procedures for completing application for credit.
- Convey arrangements for programs with co-providers.
- Secure vendors and negotiate fees.
The extent of information allowed for the person in this position to give has limitations including personal and sensitive information related to faculty honoraria, personal information, any information deemed personal and confidential. Responsibilities for establishing appointments, travel, and itineraries, or schedules include secure travel and hotel arrangements; confirm program schedules; assure all faculty arrangements are complete for each program activity; secure and confirm appointments, schedules and travel.
Duties for arranging meetings and conferences include and not limited to:
- Securing and confirming locations of programs which may have 10 to 300 participants.
- Confirm faculty and travel arrangements.
- Arrange, negotiate, and confirm exhibitors for programs as well as food vendors.
- Compile educational materials;
- Compose application for professional credits
- Compose income/expense information for each program;
- Secure and confirm audio-visual equipment;
- Attend regional programs and control registration, receive fees, issue receipts;
- Assign accurate credit award hours
- Compose attendance list and implement information for credit tracking;
- Resolve any participant questions and/or problems regarding registration fees, credit, etc;
- Ensure faculty evaluation summaries and thank you letters are completed.
The Departments long-range planning takes place 12 to 18 months prior to CE program or special project implementation. Program details must be organized to coordinate multiple long-range planning activities. Follow-up includes computing the income/expense form for each program, calculating the net profit/loss and approving each invoice before forwarding to the Business Office, computing the travel reimbursement form for the faculty and consolidating the travel expenses and the honoraria then forwarding to the Business office for payment.
Examples of information obtained to establish record or to initiate or continue a process include:
- Faculty data form containing name, address, last four digits of social security number, academic knowledge, experience, work.
- Registration form includes name, address, last four digits of social security number, degree, payment, affiliation, etc. 30%
Information/Record Administration: Records and forms maintained and processed by this position include:
Professional Credit Application – Compiled and processed for each program in order to be approved for professional contact hours. Consists of location, date, time, co-provider responsibilities, information on faculty, purpose and objectives of program, content/outline of program, time allotted for each objective, etc. This position compiles the required information and processes each application for approval. National standards and criteria must be followed.
Travel Reimbursement – Composed after receiving expenses from faculty including mileage adhering to the North Carolina State Travel Policy and Procedure.
Honoraria – Detailed description of the amount to be paid to faculty including honoraria using Travel Reimbursement form to compute total reimbursement.
Attendance List – Extracted from CASCE database and kept on file for each program for 6 years according to credit rules and regulations. Records are required to be kept by the federal government for 7 years. Eastern AHEC stores these records in a secure environment and are destroyed after 7 years.
Evaluation Summary – A tallied summary of each participant’s comments provided on Eastern AHEC’s evaluation tool for each program and kept on file for 6 years. This is done through our online evaluation system. Records are required to be kept by the federal government for 7 years. Eastern AHEC stores these records in a secure environment and are destroyed after 7 years.
Faculty Data Form – Detailed information obtained from each faculty required for processing applications for nursing credit for each program sponsored by the nursing education department.
Documentation – Maintaining mostly electronic filing system and according to credit standards. 30%
Communication – Written: This position composes, writes and drafts various kinds of documents which include:
- Creates, formats, and distributes directive memos for the assistant director following Eastern AHEC administrative policies and procedures;
- Creates computer documents and develops format to meet the needs of the nursing department;
- Uses medical terminology to edit educational material received from faculty including proofreading for spelling, punctuation, grammar, and rewrite if necessary.
- Drafts electronic marketing materials for marketing.
- Drafts vendor and speaker agreements.
- Generates reports as required by department, NCAHEC or accreditation bodies 20%
Budgeting & Purchasing: A draft budget is developed by the supervisor for each program. This position will track all associated revenues and expenses from planning to completion of the program. This position will then prepare a final program budget for reconciliation with the Office of Fiscal Affairs. In addition to budgeting, this person will be responsible for purchasing supplies including office and programming materials. 5%
Office Technology: The person in this position uses standard office equipment: personal computer or laptop computer and printers, and telephone. Other equipment such as copier, fax, and postage meter will be used approximately 10% of the day. Software used includes Word, Access, Excel, PowerPoint, Explorer and Outlook. Skilled data entry is necessary to ensure that accurate data is entered into the AHEC statewide registration system (Computerized Administrative System for Continuing Education or CASCE).
Computers are used for the majority of all written communication and documentation. Written materials may include letters, memos, reports, brochures, PowerPoint slides, and data entry. This person will assist in the development of office procedures and will have significant input into the format of templates and queries for reports. This person will then generate the appropriate document independently following standard office procedures.
This person must also be familiar with standard AV equipment: LCD, laptops, projectors, etc., in order to assist speakers. While AV personnel are usually available, there are occasions where this person will need to be able to set-up equipment or advise someone else how to do so. Must be able to set up PowerPoint presentations. Web conferencing skills are needed to be able to set up and moderate when necessary for meetings and events. 10%
Other: This position performs under pressure and stressful conditions frequently to meet urgent deadlines to implement successful programs. This position is required to monitor faculty, vendors, and public contacts to assure deadlines are met. Stressful conditions may arise as the demands of programs or special activities require meeting specific deadlines. Examples of such deadlines are brochure production, preparation of large numbers of program materials by program date, and other time-lined activities. In many cases when several activities are going on simultaneously, the individual is reacting to many different deadlines on a daily basis. Program planning and implementation are unique to each program or activity. Programs may require duties specific to the program that may not be a regular responsibility. Examples may be the reconciliation of budgets with extensive program expenses and programs with detailed logistical support. 5%
A flexible work schedule and in-state travel may be needed on a limited basis to meet programming needs.
Minimum Education/Experience
Bachelor’s degree; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.
License or Certification required by statute or regulation
None
Preferred Experience, Skills, Training/Education
- Experience in a medical or education setting.
- Working Knowledge of the current health care environment.
- Experience in the use of Microsoft Office with expertise in Word, Excel, PowerPoint, Access, Outlook and internet applications.
- Excellent recording keeping skills. Must be able to create and maintain multiple databases.
- Able to work independently, prioritize multiple duties to meet specific deadlines and work with minimal supervision
- Excellent interpersonal skills as well as excellent written and verbal communication skills
License or Certification required by the Department
None
Special Instructions to Applicant
- Please ensure your full range of knowledge, skills, abilities, experience and education are listed on your application. Do not write ‘see resume’ on your application when completing the job duties section.
- If you answer the questions at the end of the application, please ensure your application reflects the knowledge, skills, abilities and experiences to support your answers (see job duties section of previous employment).
- Failure to answer the questions at the end of the application will not preclude your application from being considered but may result in your application not receiving full consideration of your knowledge, skills, and abilities.
- Applicants must be currently authorized to work in the United States on a full-time basis.
Job Open Date
11/29/2023
Job Close Date - Positions will be posted until 11:59 p.m. EST on this date; If no closing date is indicated, the position will be posted until filled and may close at any time after the recruitment has been completed.
12/06/2023
Open Until Filled
No
Quick Link for Direct Access to Posting
https://ecu.peopleadmin.com/postings/67339
Alternate option
If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.
AA/EOE
East Carolina University is an equal opportunity and affirmative action employer and seeks to create an environment that fosters the recruitment and retention of a more diverse student body, faculty, staff and administration. We encourage qualified applicants from women, minorities, veterans, individuals with a disability, and historically underrepresented groups. All qualified applicants will receive consideration for employment without regard to their race/ethnicity, color, genetic information, national origin, religion, sex, sexual orientation, gender identity, age, disability, political affiliation, or veteran status.
Individuals requesting accommodation under the Americans with Disabilities Act Amendments Act (ADAAA) should contact the Department of Human Resources at (252) 737-1018 (Voice/TTY) or ADA-Coordinator@ecu.edu.
Individuals requesting accommodation under the Americans with Disabilities Act Amendments Act (ADAAA) should contact the Department of Human Resources at (252) 737-1018 (Voice/TTY) or ADA-Coordinator@ecu.edu.
Eligibility for Employment
Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. ECU participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States. If highest degree earned is from an institution outside of the U.S. and its territories, final candidates are required to have their degree validated as equivalent to the degree conferred by a regionally accredited college or university in the U.S.
Office of Human Resources Contact Information
If you experience any problems accessing the system or have questions about the application process, please contact the Office of Human Resources at (252) 328-9847 or toll free at 1-866-489-1740 or send an email to employment@ecu.edu. Our office is available to provide assistance Monday-Friday from 8:00-5:00 EST.
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