Administrative Coordinator, Dept of Med Ed - Loyola University of Chicago : Job Details

Position Details

Job Title ADMINISTRATIVE COORDINATOR Position Number 8150357 Job Category University Staff Job Type Full-Time FLSA Status Exempt Campus Maywood-Health Sciences Campus Department Name DEPT OF MEDICAL EDUCATION Location Code DEPT OF MEDICAL EDUCATION (06425A) Is this split and/or fully grant funded? Yes Duties and Responsibilities

General Summary

The Administrative Coordinator is required for the formation and growth of the Department of Medical Education's (DME) mission and goals, specifically for the development of faculty continuing education programs, advancement of curricular innovation initiatives, coordination of UME medical education electives, and support of medical education research and scholarly work. This position requires a creative, thoughtful, and front facing individual with excellent interpersonal skills, attention to detail, oral/written communication, and organizational aptitude to work with a variety of people, problem solve and set priorities.

Procedural Support (25%)

Assist and support the Chair (DME) in the everyday operations. Responsibilities include special projects, communication, and assisting the faculty and administrator in achieving the mission and goals of DME. Direct DME meeting planning, scheduling, and organization. Compose DME meeting correspondence, takes notes, and perform similar administrative tasks.

Provide administrative support to the Chair of DME and faculty in relation to DME activities. Support the Chair and faculty of DME in travel and expense planning & expense reconciliation. Maintain the calendar, appointments, and meetings, for the Chair of DME. Communicate with internal and external offices to resolve issues or answer inquiries requiring an in-depth knowledge of the department and university. Provide departmental reports of faculty that have completed DME certificate courses to Chairs.

Assist in DME website development. Responsible for maintenance and update of website plus coordinating with web development support staff.

Coordinate and assist the Administrative Director (DME) with department faculty appointments following CART guidelines. Assist in organizing and maintaining faculty curriculum vitae, reports, and files; manage back-up process in hard copy and electronic formats. Assist in keeping track of FIS efforts from DME faculty. In addition, coordinate meetings with the Department chair and DME faculty during FIS's annual review.

Coordinate DME's regularly scheduled series by making sure all sessions are compliant with CME's regulations. Assist in filling out the annual application and review of value applications.

Assist the Chair and Administrative Director (DME) in requesting and collating annual reports for endowment donors on DME efforts related to the 4 pillars (Faculty Development, Curricular Innovations, Scholarly Work, and Service).

Faculty Development Programs (25%)

Schedule and manage DME faculty development conferences, workshops, and activities in direct support of the DME Chair/Vice-Chair and faculty.

Work directly with the DME's Chair, Administrative Director, and faculty in the coordination of several faculty development programs. Assist in the efforts of the conference directors. Work collaboratively with department staff in all conference planning activities sponsored by DME, which includes mailings, duplicating/distribution of handouts and room planning, catering, and presentation scheduling.

Assist DME's Administrative Director in posting online educational materials that include syllabi, schedules, PowerPoint presentations, and handouts while also serving as a student and faculty resource. Record the sessions and edit in Panopto prior to uploading the recording of every session in Sakai. Lastly, sending CME activity codes.

Fiscal Administration (15%)

Assist the Administrative Director in troubleshooting expense issues and preparing all DME financial documents, including check requisitions, budget transfers, expense reports, and account reconciliations. Manage and reconcile ProCards used by staff and faculty within the department. Utilize institutional software in support of business operations.

Assist with the financial operations of DME, including tracking purchase orders, supporting documentation, and coordinating purchases to ensure cost-effectiveness and quality. Provide support during the opening, closing, and management of accounting units, as well as in budget planning and development.

Coordinate and manage budgets for endowments and gifts, ensuring funds are spent according to donor stipulations. Provide detailed financial reports and updates to the Administrative Director.

Research Administration (15%)

Support research as requested by DME faculty or as requested by DME's chair. Assist DME's Administrative Director in research database preparation for statistical analysis (e.g. REDCap, SPSS, Nvivo, Atlas TI).

Assist DME's Administrative Director in managing and tracking spending for Curricular Innovation and Technology in Education (CITE) grants and York Grants.

Technology and Innovation (20%)

Assist DME's Administrative Director in managing DME educational initiatives related to SSOM electives, medical education journal club, undergraduate and graduate medical education interest groups, facilitate the recording and editing of grands rounds and other related technologies. Handle registration, enter faculty effort and report confidential grades to registration and records for multiple SSOM DME electives. Assist faculty supervisors of DME SSOM electives by setting-up Sakai sites, scheduling rooms, entering dates to the UME calendar, ordering food and technology assistance.

Assist with streaming, recording, and editing of events supported by DME.

Coordinate DME's social media accounts. In addition, to promoting our upcoming master's program that will be housed in the DME. Assist in marketing efforts of the program.

Perform other duties as assigned.

Minimum Education and/or Work Experience

Bachelors Degree OR equivalent training acquired via work experience or education. A minimum of 3 - 5 years of previous job-related experience.

Qualifications

* Education requirements: Bachelor's degree from an accredited degree program.

* Required: At least 1-2 years' experience in higher education. Excellent communication, strong interpersonal skills, detail-oriented with an ability to multi-task, and document editing skills.

* Strongly Preferred: The 2-4 years' of higher education experience come is the form of medical education related to administration, educational technology, and program coordination.

Certificates/Credentials/Licenses

N/A

Computer Skills

Must be proficient in the use of common office software (including MS Word, MS Excel, MS PowerPoint, MS Outlook, Adobe Acrobat, an internet browser), and be able to learn quickly how to use specialized university systems, procedures, and forms needed for the job (e.g. purchase requisitions and other applications as needed). Working knowledge of Sakai, Zoom and Panopto is preferred.

Supervisory Responsibilities No Required operation of university owned vehicles No Does this position require direct animal or patient contact? No Physical Demands None Working Conditions None Open Date 10/09/2024 Close Date Special Instructions to Applicants Diversity and Inclusion Statement Diversity, Equity, and Inclusion

As one of the nation's largest Jesuit, Catholic universities, Loyola University Chicago fosters a transformative cultural experience that honors diversity, equity, and inclusion. We are committed to not only recruiting, but also retaining a diverse, mission driven workforce and enabling a culture of inclusiveness in an environment that values service excellence, stewardship, personal well-being, and professional development for all of our employees. Loyola University Chicago supports its staff and faculty with a wide array of affordable, comprehensive and competitive benefits centered on health and wellness, financial security, equity, and work-life balance. We actively seek those who wish to join our faculty, staff, and students in a community of diverse opinions, perspectives, and backgrounds supporting our Jesuit mission and striving toward the same goal of being persons for and with others.