Job Posting Title:

Senior Academic Program Coordinator

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Hiring Department:

Department of Women's Health

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

AUSTIN, TX

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Job Details:

General Notes

The Department of Medical Education at the Dell Medical School is looking for a Senior Academic Program Coordinator.

Purpose

This position will serve in support of the institutional Continuing Medical Education (CME) program to facilitate, monitor, and maintain compliance with processes and reporting procedures essential to accreditation. Specifically, the employee will facilitate the completion and tracking of activity applications; provide information, problem resolution, and technical assistance to CME participants; manage quality control for activities and promotional materials; lead the development and delivery of activity oversight training; and coordinate financial transactions related to CME activities.

Responsibilities

Coordinating activities in compliance with accreditation standards and criteria

Confirms compliance with accreditation criteria as required by governing agencies.

Ensures prompt and courteous responses to phone and email requests for CME information.

Manages deadlines and schedules for assigned accredited activities.

Reviews activity applications for compliance with required policies, standards, and criteria.

Interfaces with ACCME and other accreditation organization personnel.

Develops and maintains organized records for ACCME review; ensures proper documentation including attendance reports and certification reports.

Ensures all CME activity changes and cancellations are updated and communicated appropriately.

Facilitates the CME planners’ preparation of a CME application and required documents including financial disclosures and other necessary records.

Communicates and liaises with joint providers, Associate Chairs of Education, and other key stakeholders responsible for maintaining institutional accreditation.

Tracks and reviews required documents for marketing and promotions including but not limited to appropriate use of accreditation statements and communication of financial disclosures.

Coordinates the distribution and tracking of evaluations and certificates.

Demonstrates effective, independent, and proactive problem-solving skills.

Manages multiple projects with independent judgment, discretion, and initiative.

Trains and provides direction to activity directors and coordinators to navigate through CME required documents.

Monitors and oversees compliance of activity directors and coordinators and others with the policies of AMA, TMA, ACCME and other accrediting bodies, including conflict of interest.

Reporting metrics                                                                                        

Oversees timely and accurate entry of CME data in databases, including ACCME PARS.

Prepares reports as required for the CME Committee and accreditation agencies.

Administrative/Other                                                                                   

Obtains and applies working knowledge of Dell Med operations, policies and procedures.

Analyzes operating practices and procedures to create or revise organizational methods.

Generates agendas and minutes for meetings and/or committees and distributes reports.

Identifies and researches physician educational needs for CME. Gathers data and relevant information needed to provide continuing education to physicians.

Other related duties as assigned.

Required Qualifications

Bachelor’s degree in a related field and 5 years of experience in program administration or program coordination. Previous experience in Continuing Medical Education or existing knowledge of CME processes and standards. Possess moderate to advanced knowledge of Word, Excel, PowerPoint, and Outlook applications. Must have ability to read, comprehend, and interpret complex instructions and correspondence. Exchange information clearly, concisely, and professionally with staff and faculty, including oral and written communications. Work independently and carry out instructions as needed or directed. Demonstrate outstanding organizational skills and attention to detail. Simultaneously prioritize and handle multiple projects, requests, and deadlines. Apply critical thinking and problem solving skills. Maintain office discretion and confidentiality of information processed, as appropriate. Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Knowledge of Qualtrics, ACCME PARS, CME Tracker preferred.

Salary Range

$56,000+ depending on qualifications

Working Conditions

Repetitive use of a keyboard at a workstation.

Occasional overtime and evening work to meet deadlines.

Occasional interstate, intrastate and international travel.

Required Materials

Resume/CV

3 work references with their contact information; at least one reference should be from a supervisor

Letter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form.  You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States.  Documents need to be presented no later than the third day of employment.  Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

E-Verify Poster (English) [PDF]E-Verify Poster (Spanish) [PDF]Right To Work Poster (English) [PDF]Right To Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.