Senior Program Coordinator - Office of Medical Education and Student Affairs (OMESA) - Emory University

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Description:

The Senior Electives Program Coordinator is the primary point of contact for both home (Emory) and visiting students participating in 4-week clinical rotations during their fourth year of medical school. This position oversees all operational aspects of elective rotations, coordinating with domestic and international students to manage their needs, onboarding processes, and compliance requirements at clinical sites. This role also maintains the MD student elective catalog and facilitates the approval of new elective proposals as an integral member of the Executive Curriculum Committee's Capstone and Electives Subcommittee. Below is a comprehensive overview of responsibilities.

 

KEY RESPONSIBILITIES:

• Designs, implements, and coordinates operational facets of a specific program.
• Develops strategic plans and objectives that ensure the program's continued success, and develops evaluation methods to assess outcomes.
• Conducts program research and ensures that the preparation of mandatory operational, statistical, and financial reports are accurate and factual, and that all reports comply with federal and state regulations and/or institutional policies.
• Designs training programs and materials, conducts training sessions, and represents the program at various conferences, meetings, or seminars.
• May plan, administer, or monitor the program's budget and/or grants, and conduct financial forecasting for the program.
• May develop fundraising programs, including researching and identifying funding sources, and writing and submitting grant proposals.
• Serves as a liaison to and interacts with other groups and organizations participating in the program or seeking knowledge of the program; may write and present speeches.
• Maintains complete and accurate program records.
• May serve on or chair various University committees.
• May supervise program staff, interns, and/or volunteers.
• Performs related responsibilities as required.

ADDITIONAL RESPONSIBILITIES:

Visiting Students from Outside Schools

• Lead the annual setup of the AAMC Visiting Student Learning Opportunity (VSLO) system, ensuring the timely upload of the elective catalog, process details, and specific applicant requirements.
• Oversee updates to the School of Medicine (SOM) website, providing accurate and up-to-date information on international applicant requirements.
• Serve as the primary liaison with international partner schools, including those with reciprocal affiliation agreements.
• Review and approve all visiting student applications (both U.S. and international) in collaboration with SOM departments, ensuring compliance with institutional standards.
• Issue official acceptance offers or rejections to applicants and coordinate subsequent onboarding processes.
• Manage student enrollment across the Emory OPUS, Oasis, and ACEMAPP systems.
• Ensure compliance with Emory University Student Health requirements, including immunizations and health screenings for all visiting students.
• Coordinate clinical site onboarding, resolving any issues related to student ID and EMR access.
• Process application fees and deposits through PeopleSoft/Compass, including those from Allied Health and international students outside of the VSLO system.
• Submit lists of eligible students to the Office of Financial Aid for scholarship awards, including cohorts from Morehouse, a select group of international schools, and international medical research students.
• Conduct monthly orientations for visiting students at the start of each rotation, covering all necessary program and clinical site requirements.
• Facilitate the execution of affiliation agreements with clinical partners in collaboration with the SOM contract review team.
• Oversee the exit process for visiting students, including the collection of IDs, access cards, and completion of evaluations.
• Collaborate with Associate Director of Student Affairs to deliver an annual enrollment projection report for SOM Business and Finance, outlining a 5-year forecast for visiting student numbers.

Emory Students Visiting Other Schools

• Lead annual class meeting for Emory students applying for external rotations, ensuring they are fully informed of the application process and available resources.
• Maintain a repository of non-VSLO opportunities for students seeking specialized electives outside of Emory, ensuring all experiences meet the SOM's educational standards.
• Manage the VSLO application process for Emory students, providing oversight on all outgoing rotation placements.

Emory Student Electives

• Oversee the assessment tracking system for Emory students, ensuring attending physicians submit evaluations promptly, and send follow-up reminders as necessary.
• Ensure the timely updating and accuracy of the Emory elective catalog, working with department heads and elective directors.
• Manage listservs for elective directors and coordinators, ensuring effective communication across departments regarding student placements and elective offerings.
• Serve as a key member of the Executive Curriculum Committee (ECC) Capstone and Electives Subcommittee, taking responsibility for organizing and documenting monthly meetings, facilitating discussions, and managing the approval process for new elective proposals. Communicate with faculty regarding subcommittee decisions on elective proposals, providing feedback and ensuring all necessary information is gathered for proposal revisions and approvals.
• Create and manage new elective courses in the Oasis system once approved by the subcommittee, ensuring seamless integration into the SOM catalog.

MINIMUM QUALIFICATIONS:

• A bachelor's degree in a field related to specified program areas and five years related program management experience, or an equivalent combination of experience, education, and training.

PREFERRED QUALIFICATIONS:

• Demonstrated ability to manage complex program logistics, prioritize multiple tasks, and meet deadlines under pressure.
• Exceptional customer service and organizational skills, with proven attention to detail in managing large volumes of data.
• Advanced critical reasoning and problem-solving skills, with the ability to analyze complex situations and implement solutions.
• Professional communication skills, both verbal and written, with experience presenting to faculty, staff, and students.
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Expertise with Microsoft Forms, SharePoint, and other digital tools for program management and communication.
• Experience with PeopleSoft/OPUS and ACEMAPP is preferred.
• Ability to work independently with minimal supervision and comfort with public speaking.

NOTE: This role will be granted the opportunity to work from home regularly but must be able to commute to Emory University on a flexible weekly schedule based upon business needs.  Schedule is based on agreed upon guidelines of department.This role requires residency in the state of GA. Emory reserves the right to change remote work status with notice to employee. 

Emory Supports a Diverse and Inclusive Culture:

Emory University is dedicated to providing equal opportunities and equal access to all individuals regardless of race, color, religion, ethnic or national origin, gender, genetic information, age, disability, sexual orientation, gender identity, gender expression, and veteran's status. Emory University does not discriminate in admissions, educational programs, or employment on the basis of any factor stated above or prohibited under applicable law. Students, faculty, and staff are assured of participation in University programs and in the use of facilities without such discrimination. Emory University complies with Executive Order 11246, as amended, Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veteran's Readjustment Assistance Act, and applicable executive orders, federal and state regulations regarding nondiscrimination, equal opportunity and affirmative action. Emory University is committed to achieving a diverse workforce through application of its affirmative action, equal opportunity and nondiscrimination policy in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training. Inquiries regarding this policy should be directed to the Emory University Department of Equity and Inclusion, 201 Dowman Drive, Administration Building, Atlanta, GA 30322.
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