Job description
The Program Coordinator position provides administrative support and program coordination for assigned programs and grants throughout the Department of Community and Public Health. This position provides program coordinator support for assigned programs, maintains invoice records for budgets, and communicates with team members, other departments, Internal and external stakeholders, to support programs in meeting their goals.
SPECIFIC RESPONSIBILITIES:
- Implements and monitors the progress of departmental Pathway Programs and assigned grants.
- Ensures that invoices are processed in a timely and accurate manner; ensures single point of contact for Rural Teaching Practices and learner scheduling and coordination.
- Creates systems and processes to create efficiencies in scheduling for student groups, including interns, residents, and other assigned groups.
- Coordinates program marketing development in collaboration with the Marketing Department.
- Creates detailed work plans that identify the sequence of activities needed for successful projects/ programs.
- Develops a timeline for projects/programs completion and ensures assignment of tasks and communication of deadlines.
- Plans programs and schedules events, didactics, clinical shadowing, speakers, and meetings as related to programs/events.
- Ensure that classroom reservation system (EMS) provides appropriate details for PLT and facilities to fulfill responsibilities with regards to refreshments, AV needs, room setup, housekeeping and parking.
- Ensures the development of clear projects/programs objectives and measurement to guide evaluation of success and ongoing learning; creates manuals and other communication materials.
- Maintains records of the programs activities and creates necessary tracking systems.
- Maintain and update departmental databases and reporting as needed; create dashboards and data displays to report and highlight outcomes.
- Enters data into various databases to ensure accuracy of student records.
- Communicates and updates key stakeholders and team members on the progress of the projects/programs.
Correspondence/Communication:
- Communicates with various stakeholders including faculty, facility, colleagues, pathway students, educators, program advisory groups in a variety of formats to include written correspondence, email, phone, in person.
- Coordinate meetings and events in relationship of Program Development.
- Supports communication among team members as well as across various teams.
- Serves as department liaison with other MAHEC departments and divisions.
- Manages calendars and meeting minutes as requested.
Fiscal:
- Monitors budget, utilize enterprise management software for procurement, expense reconciliations and processing of fiscal activities for assigned programs.
EDUCATION and/or EXPERIENCE:
Bachelors and at least one (1) years administrative experience in education, event planning, program coordination or other relevant work.
CERTIFICATES, LICENSES, REGISTRATIONS:
Valid driver’s license issued in the United States required. Must obtain North Carolina-issued driver’s license within 90 days of employment.
COMPUTER SKILLS:
Proficiency in Microsoft applications and database applications required, navigate web based platforms, and the ability to learn new software applications.
COMMUNICATION SKILLS:
Excellent verbal and written interpersonal communication skills are required.
ADDITIONAL INFORMATION:
May require early morning, evening and weekend work.
COMPENTENCIES:
COMMUNICATION – You are comfortable communicating in person, over the phone, and through email, all with a friendly and professional tone. You prioritize prompt responsiveness, recognizing the important role you play in moving processes forward through communication. You adapt your communication style depending on the audience, which could include high school students, preceptors, or team members.
PROBLEM SOLVING – You aren’t afraid to think on your feet and encounter a problem you don’t know how to immediately solve. You are less concerned with being right and more concerned about connecting with various resources to assist in solving the problem and learning new things along the way.
DETAIL ORIENTATION – Details matter to you and you develop systems and processes to help you manage a large volume of them. You envision a process from start to finish and understand all of the details that need to be taken care of in between to keep things running smoothly. You take pride in owning the details and it brings you joy to be trusted in this regard.
INITIATIVE – You don’t wait to be told what to do. Instead, you anticipate needs and look for tasks you can take care of in the present to facilitate a smooth process in the future while keeping the program director informed of program changes and/or outcomes. You like to stay busy and love to jump in and help others when you have capacity. You respect and appreciate the work of a leader and view taking initiative as a primary way to support their work.
TECH ADAPTABLE – You are comfortable learning new technologies and web-based platforms. You view technology as a way to gain efficiencies. You recognize that you don’t have to be an expert and view learning new technologies as an opportunity to grow professionally.
REPORTING RELATIONSHIP: Reports to the Administrative Director of CHPE
Throughout the COVID-19 pandemic, MAHEC has worked tirelessly to promote evidence-based practices across our entire organization. With this in mind, all MAHEC employees and learners will be required to receive the COVID-19 vaccine or have an approved exemption.
MAHEC Talent Management is located at 121 Hendersonville Road, Asheville, NC 28803. Equal Opportunity Employer. Black, Indigenous, People of Color and Spanish/English bilingual persons are strongly encouraged to apply.
With this in mind, studies show that women, gender diverse, and BIPOC candidates are less likely to apply unless they meet all of the qualifications listed in the job description.
If you are interested in this role, and you have related experience and qualifications, we encourage you to apply or reach out to
AskTalent@mahec.net
for support in your job search process. You could be the talent we are seeking for this or other opportunities.
MAHEC is a certified Living Wage employer through Just Economics of Western North Carolina. We offer excellent benefits and are committed to creating a diverse, inclusive, and equitable workplace.
Starting pay rate for this position is
$17.26/hour
and offer is based on experience, educational requirements and internal team equity.
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