- Professional
- Office in Washington
Position Summary
Under the supervision of the Faculty Practice Plan Manager II, 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 GWU 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.
