Program Coordinator, International Emergency Medicine

Employer
GW Medical Faculty Associates
Location
Mitch, LA
Posted
Jan 24, 2023
Closes
Jan 26, 2023
Ref
870097131
Position Type
Coordinator
Hours
Full-time
Employment Type
Permanent
Organization Type
Other
Position Summary

Under the supervision of the Operations Manager, this individual will provide administrative support and program management for the Ronald Reagan Institute of Emergency Medicine, based in the DC office of the Department of Emergency Medicine. The Coordinator oversees daily program management and acts as the primary liaison between faculty, staff, and students. This individual also has the opportunity to contribute to the organization's mission to build emergency care systems globally. The Coordinator must demonstrate exceptional organizational skills, the ability to prioritize work, problem-solving skills, effective written and verbal communications skills, proficient computer skills including online resources and applications, and the ability to adapt and adjust to new or changing situations. The incumbent will be expected to participate in institutional and departmental meetings.

Essential Duties and Responsibilities: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Other duties may be assigned.
  • Program Management
  • Responsible for the day-to-day duties of the administration of the Master of Emergency Medicine (MEM) program in India
  • Serve as the primary liaison between residents, faculty, and other parties in India and the GW/RRIEM staff
  • Schedule and attend monthly RRIEM meetings, as well as prepare and maintain minutes and follow-up action items from these meetings.
  • On a weekly basis, coordinate and notify all MEM-affiliated residents and faculty of planned weekly virtual didactics and the associated zoom links/scheduling information. Remind residents regarding their expected scheduled presentations.
  • On a monthly basis, coordinate Faculty Development sessions including organizational details, communications, and material posting/distribution
  • Communicate daily with residents, faculty, and other parties via email and phone; always responding within 24 hours
  • Set up and maintain records, including email contact lists for students and faculty, as well as student records with contact and personal information (on multiple platforms)
  • Distribute resident self-evaluations weekly, collect results, and provide support to users
  • Must be able to effectively and appropriately communicate with clinical and non-clinical Emergency Department personnel in the U.S. and abroad.
  • Testing
  • Update and maintain question bank for examinations
  • Create and administer modular exams via Cloud-based software across all program sites and provide the required support
  • Administer monthly quizzes via Cloud-based software across all program sites, track resident progress on quizzes and self-testing, and assign extra questions to residents as directors see fit
  • Monitor student grades on quarterly exams, update grade books, maintain communication with students in need of remediating, create remediation exam
  • Website
  • Maintain, update, and improve the Ronald Reagan Institute of Emergency Medicine website, including the Global Emergency Medicine and Center for Injury Prevention & Control
  • Issue website access to residents/faculty, and troubleshoot any problems encountered with access and/or the ability to transfer documents to the back end for website posting
  • Update the website monthly with multiple lectures, journal articles, and an online exam for the PGDEM students
  • Create new, innovative marketing materials for the website
  • Maintain current website characteristics, including the virtual map, list of graduates, program faculty, etc.
  • International Faculty Teaching
  • Communicate prior to travel to establish itinerary ensuring arrival at each site for appropriate/designated teaching days, source and book all flights in accordance with budget and traveler needs
  • Detail faculty travel with the respective program sites, establish accommodations, local transport, and lecture schedule, and communicate it to faculty
  • Provide faculty with teaching materials, detail what they should expect, and facilitate conversations with program sites
  • Manage all travel arrangements for faculty and consultants
  • Assist faculty and consultants with the India Visa application process. This includes writing letters of invitation from the various India sites for their signatures and preparing letters of support from our department.
  • Create and update master teaching schedule, recruit new faculty and consultants to teach throughout the year, and ensure all teaching needs are covered
  • Finance
  • Prepare documents to establish vendor IDs in the GW and MFA accounts payable systems.
  • Process payments and reimbursements for consultants after the completion of their teaching assignment by way of MFA payable systems.
  • Monitor the GW/RRIEM budget, complete monthly expense reconciliations, and assist with the annual budget process for the program.
  • Keep a detailed record of expenses, revenues, and liabilities
  • Invoice each site bi-yearly, confirm receipt of payments, and send reminder/delinquent notifications as needed
  • Contracts
  • Track program contract's expiration dates
  • Create new contracts for proposed program sites
  • Properly communicate and detail the program to prospective new partners, negotiate terms (with program directors), and create contractual documents
  • Modify contracts as needed, including amending expiring contracts
  • Route contracts through the GWU signature process, communicate with international programs regarding signature routing from the partner side and notify all parties when contracts are approved and completed
  • Miscellaneous
  • Prepare end-of-year Final Exams for graduating residents, and In-service Exams for FT and second-year residents.
  • Create and distribute all final exam material
  • Prepare certificates and letters of recommendation for all graduating residents
  • Coordinate and organize all research projects
  • Recruit Final Exam faculty
  • Coordinate on-site logistics at all Final Exam Centers

Qualifications

Education
  • Bachelor's degree in one of the Basic Sciences, International Relations, Public Health, Education, and/or a combination of education and training that will allow the individual to be successful.

Experience
  • The selected candidate must have 1 or more years of relevant experience in healthcare
  • International program experience is preferred.

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