Systems Coordinator

POSITION SUMMARY:

Works in an office environment as the central contact for all correspondence, data and information for all departments within the organization. The coordinator helps to provide administrative assistance to department staff, aids in project coordination and maintenance. This person schedules and maintains the department’s complex calendar for all annual programs, and manages accounts payable and receivable for the department as well as performing a variety of administrative and office support to ensure proper functioning of assigned department.

Position: Systems Coordinator       

Department: Solomont Simulation Center

Schedule: Full Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

Work closely with the manager to serve as key support, ensuring optimum service in two key regards:

1.  to internal and external partners in response to all requests for curriculum building and scheduling annual programs, 

2.  safeguarding that the department operates in an effective, efficient, and professional manner.

Manage complex calendar scheduling approximately 650 programs over the course of each year, giving meticulous attention to program requirements such as equipment requests, number of learners, and room assignments. Keeping in continuous contact with facilitators leading up to their programs for constant and last minute changes to their needs.

Manage all correspondence, communications and data updating relating to department programming, including academic year curriculum scheduling.

Completes organizational tasks that support the efforts of a variety of projects such as creating program registration and register learners for NRP sessions, seeing that each person has their certificates in order to participate in the simulation session.

Support multiple department’s programming by working in close contact with associate directors and curriculum coordinators to see that multi-faceted programs and curriculums fit into the simulation schedule meeting rescheduling needs and keeping documentation up to date.

Support director; not limited to scheduling meetings, department conferences, document editing.

Keep extensive course tracking documentation of courses, program hours, facilitators, numbers of learners per specialty. Keep updated and readily available.

Keep track of expenses, process invoices and payments with account payable and receivable, employee reimbursements, and payments for off-campus courses. Create invoices for all income generating programming. Keep in contact with Accounts Payable and Receivable helping them with correspondence on late payments.

Work directly with pediatric associate director in conjunction with the COMET program. Responsible for contracting, billing, keep expenditure list, organizing of physicians and nurses learning credits, surveys, attendance sheets, and filing.

Requisition office supplies as well as medical supplies for programming needs.

Work with department director and associate directors preparing for end of year budget presentation and scheduling meetings.

Manage program building and maintenance on Workday.

Assist manager with any additional needs.

Ability to work independently and to make decisions based on department polices and established procedures. Work efficiently paying particular attention to time management.

This position requires resourcefulness, flexibility, diplomacy and the ability to take initiative, work independently and handle sensitive and private information with discretion.

JOB REQUIREMENTS

EDUCATION:

• Bachelor’s Degree in Business Administration or a similar course of study

KNOWLEDGE AND SKILLS:

• Superior verbal/written English communication skills, including excellent grammatical, editing and proofreading skills.
• High proficiency with Microsoft Office applications -- especially MS Excel to perform data mining and analysis.
• Experience managing complex projects and tangible resources.
• Ability to work independently and exercise independent judgment
• Excellent organizational skills, including strong attention to detail and the ability to manage time effectively.
• Effective interpersonal skills to interact appropriately with all levels of staff and external contacts.
• Strong problem solving skills.
• Proven ability to maintain strict confidentiality of all personal/health sensitive information.

Equal Opportunity Employer/Disabled/Veterans