Sr. Program Coordinator (H)

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The University of Miami/UHealth Department of Medical Education has an exciting opportunity for a full-time Sr. Program Coordinator to work in Miami, FL. The Senior Program Coordinator provides administrative support to faculty and acts as a liaison between faculty, students, and other Universities. This position assists in the development, monitoring, and reporting of departmental budgets.

CORE JOB FUNCTIONS                                                                                                          

• Works closely with students to continuously evaluate their learning experience and improve quality and value of the program.
• Registers students for courses using University procedures and systems.
• Acts as an academic advisor for students in the program and as a career advisor for prospective and continuing students.
• Develops strategic partnerships with external entities and organizations.
• Creates monthly budget reports to ensure operations are within plan.
• Assists with database maintenance and enrollment management.
• Ensures administrative processes and associated forms for instructor services are completed in a timely manner.
• Responds to various instructor requests and telephone, email, and internet submissions for all programs.
• Prepares faculty payroll for the program.
• Plans and participates in open houses for the department.
• Adheres to University and unit-level policies and procedures and safeguards University assets.

Department Specific Functions

The Senior Program Coordinator provides comprehensive administrative, operational, and programmatic support for educational programs, faculty development initiatives, accreditation and continuous quality improvement activities, honor societies, faculty appointments, and research-related projects within the Department of Medical Education. The position coordinates program operations, communications, educational activities, events, student and faculty support, data reporting, and financial processes. Serving as a key liaison among students, scholars, faculty, mentors, alumni, institutional partners, and external stakeholders, the Senior Program Coordinator supports regulatory compliance, participant engagement, program effectiveness, and the department’s strategic, educational, and operational goals.

• Serves as a primary administrative contact for students, scholars, faculty, mentors, applicants and program participants, providing guidance and timely resolution of inquiries.
• Coordinates educational programs, workshops, seminars, faculty development activities, honor society initiatives, accreditation activities, and special projects to support efficient operations and participant engagement.
• Supports curriculum and academic program administration, including faculty meetings, educational materials, assessments, course evaluations, and related activities.
• Develops, updates, and distributes program materials, newsletters, announcements, promotional materials, educational resources, presentations, and stakeholder communications.
• Maintains program databases,faculty records, membership rosters, accreditation materials, governance documents, and internal tracking systems, ensuring accuracy, confidentiality, accessibility, and compliance.
• Collects, manages, analyzes, and reports program, participant, accreditation, and outcomes data to support evaluation, performance monitoring, continuous quality improvement, and decision-making.
• Prepares reports on program effectiveness, participant outcomes, performance metrics, accreditation activities, and other indicators required for internal and external reporting.
• Supports accreditation and continuous quality improvement activities by coordinating meetings, maintaining documentation and policy repositories, monitoring timelines, tracking action items, and assisting with site visit preparation.
• Coordinates meetings, workshops, induction ceremonies, faculty development activities, guest speaker engagements, and other events, including scheduling, logistics, materials, technology, travel arrangements, vendor coordination, and participant communications.
• Prepares agendas and meeting materials, documents minutes and outcomes, maintains records, and tracks follow-up items for departmental committees, honor societies, accreditation groups, and other working groups.
• Assists with budget administration by tracking expenditures, processing purchasing requests, invoices, reimbursements, and funding requests, reconciling accounts, monitoring authorized budgets, and preparing financial reports.
• Supports faculty appointments, reappointments, and related processes by coordinating documentation, communications, deadlines, and workflow requirements.
• Provides administrative support for grants and departmental programs, expense tracking, data collection, reporting, and record maintenance.
• Develops and maintains collaborative relationships with faculty, students, alumni, University offices, institutional partners, professional organizations, and external stakeholders to advance program objectives.
• Supports alumni and stakeholder engagement by coordinating communications, events, networking activities, and other engagement initiatives.
• Assists with the development and implementation of new educational initiatives, revenue-generating programs, and business development activities by coordinating operational, administrative, and communication requirements.
• Responds to faculty, student, mentor, participant, and stakeholder requests while adhering to University and departmental policies, procedures, confidentiality requirements, and operational standards.
• Safeguards University resources and confidential information and performs other duties as assigned.

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.

CORE QUALIFICATIONS                                                                                                         

• High school diploma or equivalent
• Minimum 3 years of relevant experience
• Skill in completing assignments accurately and with attention to detail.
• Ability to analyze, organize and prioritize work under pressure while meeting deadlines.
• Ability to process and handle confidential information with discretion.
• Ability to work evenings, nights, and weekends as necessary.
• Commitment to the University’s core values.
• Ability to work independently and/or in a collaborative environment.

• Proficiency in computer software (i.e. Microsoft Office).

Any appropriate combination of relevant education, experience and/or certifications may be considered.

The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.

UHealth-University of Miami Health System, South Florida's only university-based health system, provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine. As an academic medical center, we are proud to serve South Florida, Latin America and the Caribbean. Our physicians represent more than 100 specialties and sub-specialties, and have more than one million patient encounters each year. Our tradition of excellence has earned worldwide recognition for outstanding teaching, research and patient care. We're the challenge you've been looking for.

The University of Miami is an Equal Opportunity Employer. Applicants and employees are protected from discrimination based on certain categories protected by Federal law.

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