Academic Program Specialist - University of North Texas System

Title: Academic Program Specialist

Employee Classification: Academic Program Specialist

Campus: University of North Texas - Health Science Center

Division: HSC-Provost & Exec VP

SubDivision-Department: HSC-Texas Coll of Osteopathic Med

Department: HSC-Academic Health Centers-300632

Job Location: Fort Worth

Salary: 51000

FTE: 1.000000

Retirement Eligibility:

About Us - Values Overview:

Department Summary

The Department of Osteopathic Clinical Education within the Texas College of
Osteopathic Medicine coordinates all clinical education experiences for osteopathic
medicine students.

Position Overview

The incumbent will perform specified administrative coordination and provide specialized program support to the Osteopathic Clinical Education program ensuring that the day-to-day administrative functions are performed. This position is critical to the
overall success in the program. Serves as point of contact to students, prospective
students and faculty on matters related to course management, enrollment, program
requirements, policies and procedures, and other administrative matters.

Minimum Qualifications

Bachelor's degree and two (2) years of related experience; or equivalent combination of education and experience.

Knowledge, Skills and Abilities

Proficiency in Microsoft Office suite of programs: Word, Excel, and PowerPoint
* Manages time and multiple projects
* Works independently
* Maintains professional dress, grooming and demeanor
* Maintains good working relationships with co-workers
* Excellent interpersonal, oral, and written communication skills
* Ability to function independently and as part of a team
* Attention to detail and accuracy of reporting
* Outstanding customer service skills
* Knowledge of medical education systems and impact on health care delivery
* Data entry abilities

Preferred Qualifications

The preferred candidate will possess the following additional qualifications: Previous experience in administrative support. Experience with academic coordination. Experience with online learning management systems Excellent verbal and written communication skills. High functioning problemsolving skills. Ability to make independent decisions and know when to check with higher authority. High proficiency in Microsoft office is required.

Required License/Registration/Certifications

none

Job Duties:

• Assist the course director for Year 3 Core Clerkship with the design and development of syllabi and other course materials. 
• Actively assist in the overall coordination to include scheduling of meetings, rotations of students, orientations, fellows, interns, and residents; grade submission; and other related administrative duties. 
• Contact teaching faculty regarding availability to train students in their practices and the number of student positions available at each site.
• Prepare and maintain online platform and keep all course documents up-to-date for student and faculty involved in the course. 
• Coordinate all core 3rd year rotations and 4th year electives for department (as applicable)
• Maintain updated syllabus, evaluations, and program policy and procedures. Assure that the syllabus, course materials, and lectures are distributed to Clinical Education for posting.
• Make changes to rotation schedule due to overall changes issued by Clinical Education throughout the year as needed 
• Initiate and prepare longitudinal rotation selection in the late spring to incoming 3rd year students for rotation selection. 
• Prepare and maintain online curriculum platform for upcoming year to include but not limited to – clinic logs, all rotation instructions, case report and IRB information, quizzes, surveys, and clinical log etc. as determined by specific core curriculum. 
• Coordinate scheduling of students for 3rd year student clerkship, 4th year elective clerkship, visiting students, interns and residents if applicable. 
• Receive and schedule rotations for out of state students, interns, and residents if applicable.
• Make all room reservations for orientations events and ensure rooms are presentable and adequately supplied
• Organize and coordinate with library services, electronic medical records, and other necessary departments to coordinate monthly core student orientation. 
• Contact Hospitals to notify of badging needs and orientation attendance. 
• Manage changes, absences, etc. as needed. Make adjustments to scheduled locations in the event of faculty illness, conferences, vacations, meetings, etc. notify student of change in location as needed. 
• Assign each student to a clinical location for training. Communicate schedule to students and faculty in a timely manner.
• Communicate with all students/faculty/staff in a professional manner regarding absences, rotation requests, incomplete assignments, remediation, etc.
• Compile, track, and submit all grades received via appropriate software systems (Canvas, eMedley, EIS, etc.) 
• Provide technical support for students and faculty as needed for all online systems. 
• Department contact for offsite preceptors in DFW and all remote sites. Keep track of vacations and find alternate locations for students assigned. 
• Attend all meetings, training and events for clinical rotation directors and coordinators.
• Make changes to Roster, Canvas, iClicker and all related documents as information is provided from Registrar/Clinical Education. 
• Create, compile, and distribute required reports regarding student performance, curriculum, etc. as needed for the clerkship and as requested by faculty/administration/clinical education.
• Maintain student records of rotations. 
• Input student rotation requests and changes in a timely manner. 
• Process student rotation documents according to posted guidelines. 
• Advise upcoming fourth year students on required documents, processes and procedures. 
• Participate on committees as assigned by Executive Director, Clinical Education . 
• Monitor student rotation requests via applicable software systems and interfaces. 
• Process clerkship applications and other forms related to clinical clerkships for all third and fourth year students including specialty tracks such as ROME. 
• Serve as a point of contact for students, clinical department staff, faculty, other agencies regarding clinical clerkships. 
• Assist with maintaining clerkship data. 
• %Advise students regarding processes/procedures pertaining to scheduling and completing clinical clerkships. 

Work Schedule:

8a - 5p

Driving University Vehicle:

Yes

Security Sensitive:

This is a Security Sensitive Position.

Special Instructions:

- None

Benefits:

For information regarding our Benefits, click here.

EEO Statement:

The University of North Texas System is firmly committed to equal opportunity and does not permit -- and takes actions to prevent -- discrimination, harassment (including sexual violence) and retaliation on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity or expression, age, disability, genetic information, or veteran status in its application and admission processes, educational programs and activities, facilities and employment practices. The University of North Texas System immediately investigates complaints of discrimination and takes remedial action when appropriate. The University of North Texas System also takes actions to prevent retaliation against individuals who oppose any form of harassment or discriminatory practice, file a charge or report, or testify, assist or participate in an investigative proceeding or hearing.