Program Coordinator

Overview

Eastern Area Health Education Center (Eastern AHEC) is a private, nonprofit educational organization affiliated with East Carolina University (ECU). The mission of Eastern AHEC, in accordance with the Statewide AHEC Program, is to provide and support educational activities and services with a focus on primary care in rural communities and those with less access to resources to recruit, train, and retain the workforce needed to create a healthy North Carolina.

Eastern AHEC functions in close collaboration with East Carolina University, and with the other NC University programs in Nursing, Allied Health, Public Health, Medicine, and Pharmacy, as well as other institutions of higher education.

Position Number: 955509

Full Time or Part Time: Full Time

Anticipated Recruitment Range

Position Type:

Job Category: Staff - Office/Clerical

The purpose of this position is to serve as a Program Coordinator for Continuing Professional Development (CPD) events. It is supervised by either the Director or Assistant Director of the CPD departments. Responsibilities include assisting with the planning, development, and execution of conferences, workshops, and symposia both regionally and locally. Key duties involve organizing, planning, implementing, tracking, and monitoring various program activities, such as conference logistics, faculty travel arrangements, health professional credit awards, contracts, grants, correspondence, and maintaining timelines for Eastern AHEC’s regional and statewide responsibilities.

The role works with minimal supervision and consults the director as needed for clarification or additional guidance.

This position makes independent decisions regarding program and faculty cancellations, as outlined by the director, including managing the notification process for each cancellation. It also manages CPD events and is responsible for organizing and attending various planning meetings. In performing these duties, the position will utilize excellent customer service, attention to detail, time management, problem-solving, and organizational skills, as well as the ability to work independently and self-direct.

This position will also proficiently use word-processing and database computer applications (Microsoft Office, including Word, PowerPoint, and Excel). When communicating with healthcare professionals, this position will utilize excellent oral and written communication skills. Flexibility in work hours and occasional in-state travel may be required to meet program needs.

Communication (50%): This position has a significant amount of external public contact with education and health professionals statewide and nationally. Public contact is made through correspondence via email, telephone, attending educational programs to control registration, and advising and directing the public who enter the agency. The extent of information allowed for this position to give has limitations, including personal and sensitive information related to faculty honoraria, personal information, and any information deemed personal and confidential.

Responsibilities for establishing appointments, travel, and itineraries, or schedules include securing travel and hotel arrangements; confirming program schedules; ensuring all faculty arrangements are complete for each program activity; and securing and confirming appointments, schedules, and travel. This position composes, writes, and drafts various documents, including memos, educational materials, draft marketing materials, vendor & speaker agreements, and generates reports. The Department’s planning generally takes place 12 to 18 months before programs or special project implementation.

Some programs may follow a shorter timeline. Program details must be organized to coordinate multiple long-range planning activities. Follow-up includes computing the income/expense form for each program, calculating the net profit/loss, approving each invoice before forwarding to the Business Office, computing the travel reimbursement form for the faculty, and consolidating the travel expenses and the honoraria, then forwarding to the Fiscal Affairs…