Program Coordinator- AZ- Applied Master of Osteopathic Education

Summary

The Program Coordinator – Applied Master of Osteopathic Education provides administrative support to the Applied Master of Osteopathic Education Program (AMOE) and to the Department of Osteopathic Family and Community Medicine (OFCM). The position also serves as the Course Coordinator for all AMOE courses across the academic year and the AZCOM fall quarter Cranial Course. This position reports to the Chair of Osteopathic Family and Community Medicine. 

Essential Duties and Responsibilities

AZCOM AMOE and OFCM  Office Duties include:

• Support Program Director for Applied Master of Osteopathic Education, AMOE students, Osteopathic Family and Community Medicine (OFCM) Department Chair and Vice Chair, and OFCM faculty with administrative tasks, expense reimbursement, budget tracking travel arrangements, as well as meeting notices, preparation and minute-taking/transcribing of meeting minutes.
• Take minutes at quarterly OFCM Department meetings and as requested for Osteopathic Curriculum Oversight Council and AMOE Program meetings.
• Prepare and process Concur expense reports and travel reimbursements forms for AZCOM AMOE and OFCM leadership, AMOE students and OFCM faculty, and reconcile Clinical Education credit cards, as needed.
• Arrange AMOE student travel to AAO, including submitting reports for reimbursement as appropriate.
• Process all check and PO requests and track all departmental budget items, maintaining budget spreadsheets and files in Teams for AMOE and OFCM.
• Daily mail distribution and handling of returned mail items.
• Coordinate special projects/events for AMOE, including OMM Scholar interviews, recruitment, orientation, and graduation events, including space procurement, securing approval for food, decorations, and supplies, placing orders, and submitting for payment.
• Assist with AZCOM special projects/events, including but not limited to New Class Orientation, White Coat and Bridging Ceremonies, Match Party, and Graduation and related events, that are arranged and handled by the AZCOM Dean’s Office.
• Processing student grades, and letters.
• AZCOM AMOE website oversight and editing, as needed.
• Edit and monitor Canvas sites for all AMOE courses with direction from AMOE Program Director
• Prepare award certificates and gifts for AMOE graduation banquet.
• Set up registration and room arrangements for AMOE candidate interviews, Cranial Elective, AMOE learning community sessions, and other AMOE and OFCM activities.
• Providing back-up coordinator support coverage when needed for OMM courses.
• Order OMM uniforms, photos, keys, and books for AMOE students and OFCM faculty.
• Collaborate with Midwestern University Multispecialty Clinic student scheduler and the AMOE Program Director for longitudinal clerkship scheduling of AMOE OMM scholars.
• Arrange for core OMM videotape schedules for AMOE students.
• Maintain OMM Scholars Teams page.
• Other duties as assigned

Course Coordination:

• Create and maintain Canvas pages for each of the AMOE courses and the Cranial Course elective under the direction of the Course Director/s.
• Track Canvas assignments and send course announcements/reminders within Canvas.
• Request rooms and purchase and organize supplies for courses.
• Report grades for AMOE courses and maintain AMOE student files.
• Report grades and/or CME for Cranial Course attendees and submit Cranial Academy certification information.
• Support and coordinate logistics for the FDM CME courses annually.
• Maintain Teams site for Cranial and AMOE courses.

General Office Support: 

• Answer phones; screen and assist callers
• Create and maintain an up-to-date filing system for AMOE student files
• Order office supplies
• Process all check and PO requests and track all departmental budget items.
• Maintain a monthly timeline task list for recurring AMOE and OFCM events, documenting the processes and procedures for the identified tasks and events.
• Communicate with OFCM Department leadership regarding upcoming due dates and needs.
• Maintain the OMM lab calendar and respond to requests for space in collaboration with the OFCM Department Chair to avoid any conflicts and assure maximum space availability for courses.
• Other duties, as requested 

Qualifications

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 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 Skills

Computer proficiency in MS Office (Word, Excel, Outlook). Experience using Adobe Acrobat, Publisher and Canvas is helpful.

Physical Demands

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.

Work Environment

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 a private, not-for-profit organization that provides graduate and post-graduate education in the health sciences. The University has two campuses, one in Downers Grove, Illinois and the other in Glendale, Arizona. More than 6,000 full-time students are enrolled in graduate programs in osteopathic medicine, dentistry, pharmacy, physician assistant studies, physical therapy, occupational therapy, nurse anesthesia, cardiovascular perfusion, podiatry, optometry, clinical psychology, speech language pathology, biomedical sciences and veterinary medicine. Over 500 full-time faculty members and 400 staff members are dedicated to the education and development of our students in an environment that encourages learning, respect for all members of the health care team, service, interdisciplinary scholarly activity, and personal growth.

We offer a comprehensive benefits package that includes medical, dental, and vision insurance plans as well as life insurance, short/long term disability and pet insurance.  We offer flexible spending accounts including healthcare reimbursement and child/dependent care account.  We offer a work life balance with competitive time off package including paid holiday’s, sick/flex days, personal days and vacation days.  We offer a 403(b) retirement plan, tuition reimbursement, child care subsidy reimbursement program, identity theft protection and an employee assistance program.  Wellness is important to us and we offer a wellness facility on-site with a fully equipped fitness facility. 

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 and regulation. 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.