Summary

This position reports to Associate Dean for Academic Affairs in the Arizona College of Osteopathic Medicine (AZCOM) Dean’s Office. The Education Coordinator’s primary responsibility is to provide support for clinical courses, didactic classes, workshops, and small groups within their department and to assist the Department Chair, Associate Chair if present and his/her faculty. 

Essential Duties and Responsibilities

1. Course/Workshop/Small Group/Didactic Day Support (Primary Responsibility):

• Work with course director on following duties:
  
  
  • Schedule on campus didactic week events for Fall, Winter, Spring quarters, including OSCE sessions and C3DO
  
  
  • Schedule on campus OMM workshops for OMS III and OMS IV students over course of academic year
  
  
  • Schedule off-site workshops for OMM and OSCE requirements (including C3DO) for out of region students.
  
  
  • Track student performance
  
  
  • Update course Canvas pages
  
  
  • Create and maintain course Aquifer sections
  
  
  • Coordinate copying of course materials with copy center
  
  
  • Communicate with off cycle students their graduation date and course due date
  
  
  • Assist with communication with students regarding course schedules, workshops, assessments.
  
  
  • Track Letters of Agreement and payroll for guest faculty for OMM, OSCE, SOAP note grading.
  
  
  
  


• Maintain AZCOM Clinical Education Master Calendar


• Assist Education Coordinator for needs of the courses.


• Cover other departments’ courses, as assigned by the Associate Dean of Curriculum and Faculty Development or Associate Dean of Academic Affairs.
  

2. Department and Regional Support (occasional responsibilities to support other clinical education needs):

• Track and submit post rotation examination results to the proper personnel in Clinical Education


• Schedule appointments for students or faculty to meet with Chair or department faculty


• Schedule appointments for regional leads to meet with faculty at regional sites


• Arrange for office supply orders through Front Office assistant


• Prepare preceptor/presentation packets for Chair/faculty recruiting


• Prepare lecture schedules for regional sites and provide administrative support, as needed


• Arrange library and/or e-mail privileges for off-campus faculty, if requested


• Track and submit faculty CME for all classes, small groups, pre-rotation modules and didactics to AZCOM CME Department
  

3. Administrative Support (occasional responsibilities within Assessment)

• Budget tracking for department
  
  
  • Track expenses for course (supplies, adjunct faculty, remote workshops)
  
  
  • Track Chair/faculty expenses for conferences, dues, subscriptions and book orders
  
  
  
  


• Arrange for credit card payment of Chair/faculty dues, subscriptions, conference registrations and provide documentation to pay and reconcile payments at end of month


• Process E-checks, P.O.’s, including book orders for Chair/faculty/department


• Process travel approval forms and arrange air travel for Chair/faculty (business)


• Prepare Chair/faculty estimated expense pre-approval forms for department/conference travel


• Arrange hotel and rental car arrangements for Chair/faculty

• Submit monthly Concur reports for Chair/faculty department-approved travel and conference expense reimbursement


• Arrange/take minutes for department meetings


• Type letters of recommendation for Chair/faculty and upload to ERAS, as directed by student

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.

Excellent interpersonal communication skills in both oral and written communication as well as good organizational skills.  Must be detail-oriented and have the ability to work well under pressure to manage multiple priorities and deadlines for themselves as well as Department members.

Education and/or Experience                                                   

High school diploma or GED and 5-7 years administrative support experience required. Bachelor’s Degree or equivalent strongly preferred.  Experience working in a team and customer service oriented environment. 

Computer Skills

Computer proficiency in MS Office (Word, Excel, Outlook).  Familiarity with Canvas and Top Hat highly preferred.

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 regularly required to stand, walk, use hands to handle or feel and reach with hands and arms.  The employee is also regularly required to sit, talk and hear.  The employee must occasionally 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, including 41 C.F.R. 60-1.4(a), 250.5(a), 300.5(a) and 741.5(a). 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.

#ZR