Senior Program Coordinator

3 hours ago

Miami, Florida, United States University of Miami Full time
Job Summary

We are seeking a highly organized and detail-oriented Senior Program Coordinator to provide administrative support to our faculty and staff. The successful candidate will serve as a liaison between faculty, students, and other universities, assisting in the development, monitoring, and reporting of departmental budgets.

Key Responsibilities
  • Work closely with students to continuously evaluate their learning experience and improve the quality and value of the program.
  • Register students for courses using University procedures and systems.
  • Act as an academic advisor for students in the program and as a career advisor for prospective and continuing students.
  • Develop strategic partnerships with external entities and organizations.
  • Create monthly budget reports to ensure operations are within plan.
  • Assist with database maintenance and enrollment management.
  • Ensure administrative processes and associated forms for instructor services are completed in a timely manner.
  • Respond to various instructor requests and telephone, email, and internet submissions for all programs.
  • Adhere to University and unit-level policies and procedures and safeguard University assets.
Department Specific Functions

The Senior Program Coordinator at the Division of Continuing Medical Education (CME) provides administrative support for all Department Managed Courses, Enduring Materials, Joint Initiatives, and Event Managed Courses.

The Senior Program Coordinator works closely with CME Managers and University Faculty to sustain operational excellence by building relationships with local constituents, is responsible for the marketing efforts and processing payments and documentation for all aspects of the course planning process.

Provide administrative support for all Department Managed Courses, Enduring Materials, Joint Initiatives, and Event Managed Courses. Complete payments and controls expenses by receiving, processing, verifying, and reconciling invoices.

Consistently record detailed course expenses and income to ensure fiscal success, including creating purchase orders, submitting invoices to accounts payable, and payment follow-up with accounting and vendors.

Pre-Sessions

Review all documents uploaded to CloudCME, ensuring correct activity names, dates, absence of pharmaceutical logos, complete disclosures, and video releases.

Post-Sessions

Upload any new activities to CloudCME and save final documents from coordinators to the appropriate RSS folder.

Invoices

Create journal entries for all grand rounds from January through December for the new year.

PO Requisitions

Create master PO requisitions for hotels, marketing, audio-visual, logistics, etc.

Journal Entries

Create journal entries for CME accreditation and management fees from each conference before fiscal year-end.

Vendor Payments

Pay vendors from grants, exhibits, and sponsorships by creating supplier requisitions in Workday.

Update Course Dashboards

Update course dashboards.

Exhibitor Communication

Send emails and make calls to exhibitors regarding payment status before and after conferences.

Conference Support

Assist with pre- and post-conference tasks, including registration site management, printing materials, and verifying receipt of disclosures, PowerPoints, CVs, and speaker bios.

Save documents in the CME-managed folder.

Follow up with registration and exhibitor payments from Cvent, the CME event-marketing vendor, to assist CME managers in maintaining course budgets.

Financial Transactions

Deposit checks and wire transfers into conference accounts and contact medical finance for specific conference wire transfers, record payments received via check, credit card, or ACH wire in Cvent or CloudCME, order supplies for all conferences.

Workflow/Dashboard Updates

Update workflows and dashboards as required.

Financial Transactions

Create invoices for billing-specific vendors as needed, create requisitions for future grants received, process payments to vendors from grants by creating supplier requisitions, and deposit checks and wire transfers.

Activity Review

Review and import enduring material activities into CloudCME.

Update Income and Expense database for individual CME Managed course budgets as well as Department managed courses on a daily basis.

Create and submit invoices in Workday.

Additional Responsibilities

Maintain calendars, type, compose correspondence, answer telephones, take messages, transfer calls, greet visitors, answer routine questions, and direct visitors according to their needs.

Complete special assignments requiring collecting, organizing, and analyzing data which may be the basis for significant decisions; perform complex assignments; resolve issues and problems referred by staff or the supervisor.

Assist in developing and preparing budgets by compiling information to support projected expenditures in specific areas such as operating costs or travel costs; advise management of issues including trends, funding levels, and expenditures related to these costs.

Prepare correspondence for CME Committee quarterly and as needed. May establish and implement work unit procedures (SOP).

Communicate regularly with physicians and other staff with regards to CME course information and resolve unique situations where each contact must be handled differently using judgment discretion.

May provide ancillary support to physicians, clinical activities, business services, etc.

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.

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