Program Coordinator, Finance and Administration bei Awe

Alice L. Walton School of Medicine (AWSOM) is seeking experienced, motivated, and dedicated leaders and educators to participate in the design and delivery of an innovative four-year medical school curriculum that engages medical students in active and novel learning.

Job Description:

Job Title: Program Coordinator, Finance and Administration

Reports to: Director, Finance 

FLSA Classification: Exempt

Location: Bentonville, Arkansas (On-site)

Who We Are 

Founded in 2021, Alice L. Walton School of Medicine (AWSOM) is a nonprofit, four-year MD program that will enhance traditional medical education with the arts, humanities, and whole health principles. The school’s culture embraces self-care to empower students to care for their own well-being as well as their patients’. The school’s state-of-the-art medical education facility is located in Bentonville, Arkansas on the Crystal Bridges campus, home to Crystal Bridges Museum of American Art and Heartland Whole Health Institute. The school has been granted preliminary accreditation status by the Liaison Committee on Medical Education.

About The Position

The Program Coordinator, Finance and Administration, works closely with the finance and administration teams to support the medical school. The Program Coordinator proactively and continuously manages and supports finance and administrative processes, works independently under the administrative direction of the Finance Director to coordinate the day-to-day activities and provides direction and guidance to the team to facilitate the achievement of the school’s goals.

Essential Duties and Responsibilities

• Ensure compliance with regulatory and institutional policies by helping develop and implement internal controls.
• Participate in the development of materials related to finance and administration.
• Collaborate with the Finance Director to design, implement, and maintain comprehensive financial reports that support strategic decision-making.
• Analyze and forecast unit-level expenses at unit level, ensuring alignment with budgetary goals and proactively identifying areas for cost optimization.
• Oversee financial data entry and invoice processing into Workday, ensuring accuracy and resolving discrepancies in coordination with other entity finance offices.
• Coordinate and oversee operational activities using data analysis to identify trends, inform decisions, and present action items and progress reports to stakeholders.
• Review, approve and process invoices and reimbursements according to AWSOM policy, recommending process improvements where needed.
• Represent the department on appropriate committees, contributing expertise and influencing decisions.
• Identify and help implement process improvements to support the medical school
• Serve as a liaison between finance, administration, and project teams facilitating effective communication.
• Prepare and distribute unit and office level expense reports as scheduled.
• Oversee and organize travel data management and reporting
• Safeguard the accuracy and confidentiality of sensitive data and build credibility and trusted relationships with internal and external stakeholders.                  

• Effectively anticipate and respond to organizational needs and requests, using sound judgment to prioritize and address complex requests
• Support business development initiatives, providing insight to guide decisions.
• Other duties as assigned

Qualifications and Requirements

• High school diploma or equivalent, required.
• Bachelor’s Degree preferred, but equivalent combination of relevant education and experience is acceptable.
• Experience in higher education, medical education, and/or healthcare with an emphasis on program development and operational oversight, preferred
• Experience in operations/program management, preferred.
• Experience in process improvement and project management, preferred.
• Exceptional verbal and written communication skills, with the ability to engage professionally with a wide range of stakeholders, including executives, faculty, students, and visitors, required.
• Proven ability to work independently on assignments, effectively managing time and meeting deadlines, required.
• Strong organizational skills and attention to detail, with the ability to manage multiple tasks in a fast-paced environment, required.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and experience with calendar and scheduling software, required.
• Familiarity with expense reporting tools and virtual meeting platforms such as Zoom and Microsoft Teams, preferred.

Physical Demands and Work Environment

The physical demands and work environment characteristics described here are representative of those required by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

Physical Demands: In the work environment described, position requires sitting at a desk and utilizing a computer and a telephone for prolonged periods of time and good eye/hand coordination, bending and stretching, and physical stamina to lift and transport a minimum of 10 pounds. Visual acuity to review written materials is required for this job.

Work Environment: Work is performed full-time (Monday-Friday, 8 a.m.-5 p.m.) in a professional, climate-controlled office environment with standard office equipment, including computers, printers, and telephones. This role requires working in an open setting near colleagues. The noise level is typically low to moderate. The role also requires interaction with both the public and internal team members in a professional and courteous manner. Some local travel will be required, and a flexible schedule may be necessary to accommodate business needs, including occasional evening and weekend work hours.

Alice L. Walton School of Medicine is an equal opportunity employer. All qualified applicants will receive consideration for employment.

All offers of employment are contingent on your successful completion (where permitted by state law) of a confidentiality agreement and background check. In addition, you will need to provide proper identification verifying your eligibility to work in the United States.