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Operations and Assessment Coordinator 
PCOM Georgia

The Operations and Assessment Coordinator reports directly to the Associate Dean of Clinical Education and is responsible for administrative duties in support of the clerkship program of PCOM Georgia. The Operations and Assessment Coordinator also has a reporting relationship to the Clinical Clerkship Program Manager. The Operations and Assessment Coordinator understands the clerkship networks and its schedules and systems for both third- and fourth-year osteopathic medical students.

This position is based at PCOM Georgia (Suwanee, Georgia).

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Essential Duties and Responsibilities

Duties and responsibilities include (but are not limited to) the following:

Office Support
  • Coordinates approved travel arrangements for clinical education faculty and staff in accordance with PCOM travel policy.
  • Assists with scheduling of student meetings and campus events (such as clerkship informational meetings, department meetings, and off-site meetings by helping coordinate locations, catering, supplies, and requesting media equipment and setup.
  • Requests and confirms classroom, lecture halls, and conference room bookings through Astra room scheduling system.
  • Serves in a confidential capacity, assisting the associate dean and program manager in student matters; accurately prepares and maintains confidential materials.
  • Provides backup support to other office administrative support as needed.
Budgetary/payroll support
  • Tracks and monitors clinical education budget transactions.
  • Reconciles monthly credit card purchases for clinical education.
  • Charges expenses to accounts and cost centers by analyzing invoices.
  • Monitors payment to vendors by verifying check numbers and purchase orders.
  • Provides budgetary assistance to the associate dean; works with the budget leadership team to upload the fiscal year’s budget for clinical education and simulated patients.
  • Prepares requisitions, including approved preceptor stipend payments; orders necessary supplies, equipment, and services
  • Collects instructional vouchers and requisitions payment for guest lecturers via Banner accounting system.
  • Serves as primary timekeeper; enters payroll and leave information, including payroll report generation for clinical education, standardized patients, and guest lecturers.
  • Tracks and approves student workers’ time sheets in Kronos timekeeping system.
Faculty/academic support
  • Responsible for typing, electronic posting, and proctoring exams; ensuring exam questions are accurate while maintaining security.
  • Assists in scheduling make up exams as directed by Student Affairs and faculty.
  • Provides statistical reports of exam questions to assist faculty in assessment and evaluation of exam question quality.
  • Creates and maintains student grade spreadsheets for reporting to the Registrar.
  • Grades all fourth year evaluations; grades third-year evaluations as backup support.
  • Performs follow-up on fourth-year clinical clerkship evaluations identifying any outstanding evaluations; reports trends and preceptor compliance routinely to the associate dean and program manager.
  • Enters and records fourth-year end of rotation exam grades and any additional rotation requirements.
  • Enters third- and fourth-year evaluation grades on grade sheet; enters final grade in Banner ensuring transcripts are updated.
  • Submits third- and fourth-year grade corrections to the Registrar.
  • Uploads documentation for all away electives and processes verification requests through VSAS (Visiting Student Application Service).
  • Participates in the collection of data for annual projects, data requests, and any reports/surveys for external agencies.
  • Other duties as assigned by the clinical education department.

Position Requirements

*Applicants must be authorized to work in the U.S. and pass a criminal background check.
Education
  • Associate’s degree required; bachelor’s degree preferred.
Experience
  • Minimum of two (2) years experience in administrative support/operations/coordination, preferably college or university environment.
  • Proficiency in MS Word, Excel, and PowerPoint required. Working knowledge of Banner and Blackboard preferred.
Licenses/Certifications Required
  • None

Application Instructions

All inquiries MUST include:

  • Resume
  • Cover Letter

PCOM is an equal opportunity employer and all qualified applicants will receive consideration. We adhere to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

About Philadelphia College of Osteopathic Medicine

For more than a century, Philadelphia College of Osteopathic Medicine has provided high quality, hands-on training in osteopathic medicine. As the field of medicine has changed, we've changed with it-adapting our program offerings to better meet the needs of healthcare providers and the communities they serve.

At the main campus in Philadelphia, Pennsylvania (PCOM), the branch campus in Suwanee, Georgia (PCOM Georgia), and our newest location in Moultrie, Georgia (PCOM South Georgia), PCOM students learn to approach problem solving in a more professional, more team-oriented manner, which prepares them to work successfully in integrated healthcare settings with other health professionals. All campuses feature modern facilities and state­-of­-the-­art technologies, all part of an innovative learning environment designed for collaboration and interaction.

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