Program Coordinator II

Job Summary

The Program Coordinator II is responsible for assigning Standardized Patients (SP) for all student/SP programs based on the criteria needed for each case. Additionally, they assure all programs are staffed with the required number of SPs for practice and assessment sessions. This role involves the preparation and management of the Clinical Skills budget, making purchases through the Smart Source system, and tracking all purchases and payments through Web Finance for the Clinical Skills division; processing and approving all payroll for staff and SPs and preparing payroll resolution forms as needed to correct all payroll errors; and reconciling monthly credit card statements.

Essential Functions

• Program operations
  
  
  
  • Responsible for preparing the Clinical Education Assessment Center for yearly Clinical Skills Activities. This includes:
    
    
    
    • Daily set-up of program materials and exam rooms prior to programs.
    • Preparing folders in advance for standardized patients with blueprints, checklists, and any needed additional paperwork.
    • Putting door and desk instructions in protective coverings and breaking down all materials and storing them appropriately after sessions end.
    
    
    
    
  • Greet faculty, students, SPs, and staff to make sure everyone has arrived and have what they need.
  • Make sure that the center is open before programs/activities and thar the center is reset and closed after programs/activities.
  • Report all needed repairs to the Director or directly to maintenance if an emergency (toilet/sink repairs, air/heat problems, ceiling leaks, lights out etc.).
  • Report all service issues to environmental services pertaining to paper towels, toilet paper, soap, trash pick-up and cleaning of CEAC.
  • Substitute for Clinical Skills staff as needed for Year 1,2,3, and programs (i.e. helping with program set-up and faculty and student check-ins etc.)
  • Attend staff meetings and creates post meeting memos to be sent to approved attendees.
  • Attend SP trainings and validations to assist the staff.
  • Multi-task and work within deadlines, be a team player, and be flexible with providing support for co-workers when needed.
  • Perform various tasks assigned to support Clinical Skills and Division of Medical Education.
  
  
  
  
• Standardized Patient Scheduling
  
  
  
  • Schedule ~80 standardized patients (SPs) for all SP trainings and programs throughout the year for all Year 1, 2, 3 & 4 students plus the CME Refresher Program (+1000 students) SP sessions.
  • Supply attendance list to the director (day of) for scheduled SPs expected for training sessions. This includes keeping track of staffing numbers and alternates.
  • Daily calling/emailing SPs to remind them of work and training scheduled for the following day. This allows for all scheduled student programs to be adequately staffed (very important).
  • Assist the Director in assigning SPs based on the criteria of the cases that have been written by the faculty, criteria consist of SP age, gender, race, weight and possible physical findings.
  • Prepare and manage the yearly SP schedules for SP student sessions.
  • Assist director in meeting with program coordinators for individual programs to finalize logistics.
  • Negotiate and make adjustments to program dates and SP/CEAC schedule to accommodate all requested SP activities.
  
  
  
  
• Standardized Patient Recruitment
  
  
  
  • Contact approved standardized patient applicants to schedule screening appointments.
  • Prepare and manage the SP contact list.
  
  
  
  
• Payroll
  
  
  
  • Track and approve bi-weekly hours for over 80 SPs for Year 1,2, and 3 clinical skills activities.
  • Track all SP hours for grants and special projects to ensure that SP hours do not exceed budgeted amount.
  • Prepare and resolve payroll resolution forms for all SPs and staff payroll problems.
  • Track and confirm SP hours for the CME Refresher Program.
  
  
  
  
• Department Transactions
  
  
  
  • Submit all department transactions pertaining to approved purchases and travel.
  • Order and disburse CEAC Lunch/Snacks.
  • Order all approved office supplies for the CEAC and SP staff.
  • Assist director with ordering all approved medical supplies for the CEAC center, which includes: gloves, alcohol wipes tongue depressors, gauze, blood pressure cuffs, stethoscopes, ophthalmoscope etc.
  • Reconcile approved department transactions.
  
  
  
  
• CEAC Supply Inventory
  
  
  
  • Restock exam rooms, keep the inventory of all CEAC supplies, and give the director a list of when supplies are needed.
  
  
  
  
• Simulation IQ and Control Room Navigation
  
  
  
  • Help create sessions and blueprints for select sessions, using working knowledge of SIMIQ.
  • Use working knowledge of the computer software in the Control Room and Exam Rooms.
  • Assist staff in the Control Room to help monitor Clinical Education Assessment Center programs and events.
  • Troubleshoot, monitor, and report issues with SIMIQ software and CEAC technology to our CEAC Director. This includes assisting the director in putting in work order tickets and tracking resolution progress.
  
  
  
  
• Other duties as assigned.

Required Qualifications

• Minimum of HS Diploma or GED or the equivalent combination of education and work experience.
  
  
  
  • Please review the Equivalency Chart for additional information.
  
  
  
  
• Minimum of 3-4 years of relevant experience.

Preferred Qualifications

• Bachelor's degree
• Strong communication, organization and interpersonal skills.
• Able to work with a wide range of individuals, must be a team player and ability to multitask.
• Proficient computer skills using Microsoft Office Suite, Excel, Word, Outlook.

Physical Demands

• Typically sitting at a desk/table
• Typically standing, walking
• Lifting demands 25lbs

Location

• University City - Philadelphia, PA

Additional Information
This position is classified as Exempt, grade I. Compensation for this grade ranges from $41,120.00 to $61,680.00 per year. Please note that the offered rate for this position typically aligns with the minimum to midrange of this grade, but it can vary based on the successful candidate's qualifications and experience, department budget, and an internal equity review.

Applicants are encouraged to explore the Professional Staff salary structure and Compensation Guidelines & Policies for more details on Drexel's compensation framework. For information about benefits, please review Drexel's Benefits Brochure.

Special Instructions to the Applicant
Please make sure you upload your CV/resume and cover letter when submitting your application.

A review of applicants will begin once a suitable candidate pool is identified.