Education Coordinator - Albert Einstein College of Medicine

POSITION RESPONSIBILITIES

Reporting to the Assistant Director of Operations, Office of Medical Education (OME), the Education Coordinator is a member of OME’s Educational Support Services team, with overall responsibility for providing administrative support for the block leaders, and other course directors, as needed. This individual will assist the block leaders in managing and creating the annual curriculum calendar and course schedules for the pre-clerkship years. The Education Coordinator also provides administrative support for the director of the Anatomical Donation Program. 

o  Longitudinal programs

• Work collaboratively with the Block Leaders, course directors, and Office of Medical Education, on ensuring efficient delivery of the curriculum.
• Provide support to the block leaders in the curricular roles, which includes scheduling meetings, creating doodle polls, taking minutes, as necessary.
• Assist block leaders with creation of the curriculum calendar and course schedules.
• Provide administrative support to course directors of the Integration/ Intersession, and Health System Science & Health Equity longitudinal courses across all 4 years of the curriculum. 
• Assist the course directors with scheduling their sessions, updating and linking google docs to Canvas; updating powerpoint presentations for each session. 
• Independently creates student groups that align with the number of facilitators; reserves spaces for in-person sessions and/or create links for virtual sessions; helps students and facilitators navigate to their assigned groups during virtual sessions; sends email reminders to facilitators and students about the dates, times, and location, i.e., in-person or virtual, for each session. Completes other administrative tasks, as requested by the course director.
• Provide support for other longitudinal courses, as requested.

o  Anatomy program

• Provides administrative support to the director of the Anatomical Donation Program.
• Responsible for generating appointment letters for adjunct faculty who prosect and / or teach in the Anatomy course, and obtaining and tracking the countersigned letters.
• Responsible for creating and submitting necessary HR documentation to ensure that adjunct faculty who work are paid appropriately.
• Other administrative tasks for the Anatomy course include, but are not limited to, assisting the course directors with submitting reimbursable expenditures for approved clinical and educational societal memberships, educational conferences, and educational purchases, and send communication to all current students with their unique login information for lab. In addition, the Education Coordinator helps the course directors with travel arrangements, verification forms/letters, and reference letters.
• Assist in scheduling and creating agendas for various course events and ceremonies, including, student lab assignments, exam days, Scrubs Ceremony, Diagnostic Imaging Conferences, ED Center Conferences, and Convocation of Thanks Ceremony. Also, ensure that locations are appropriately reserved and food is ordered, when requested.
• Communicates with other departments within the college, hospital and partner institutions regarding course offerings and Anatomy lab usage. 
• Submits invoices using the iLabs system for chargebacks to other departments who use the Anatomy space or cadavers. 
• Prepares and monitors budgets, grants, or contracts for Anatomy program, including tracking and maintaining expenditures and reconciling accounts. Prepares financial reports using on-line financial systems, as needed.

o  Peer Assistant (PA) Program

• Follows up and submits paperwork for student workers to OSA
• Coordinates meetings with PA staff and course directors
• Processes payments for student workers
• Creates a template for the tutoring schedule based on the curriculum schedule
• Pulls grade reports for the student workers from Canvas

o  General duties

• Manages meeting and conference preparations (checking and coordinating the logistics and technical support, making food and beverage arrangements, etc.). 
• Serves as liaison between students, faculty, and course directors on a range of academic, administrative, and other student-related matters. 
• Prepare online purchase orders using the electronic procurement system.
• Prepares and reviews documents independently and generates status/progress reports for ongoing and pending programs. 
• Maintains inventory of office supplies and anticipates offices’ needs. Coordinates with the Senior Program Assistant in OME for places orders for supplies.
• Participates in special projects and performs other related duties, as needed.

Albert Einstein College of Medicine offers flexible work schedules and a hybrid remote work arrangements for our professional and administrative staff with supervisory approval. The incumbent for this position is eligible for consideration and applicants should inquire.

QUALIFICATIONS

• Bachelor’s degree required; Master’s degree preferred.
• 5 – 7 years’ progressive experience in administration, preferably in a higher education setting.
• Excellent oral and written communication skills.
• Attention to detail.
• Intermediate level Excel, including knowledge of Pivot Tables, Data Query, Slicers, and some VBA.
• Basic to intermediate level of other MS Office suite applications, including Outlook, PowerPoint, Teams.
• Creative, innovative, out-of-the-box thinker.
• Works efficiently in a team environment as well as independently.

Minimum Salary Range

Maximum Salary Range