Program Coordinator

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.

Eastern AHEC serves 23 counties in the eastern part of the state and is one of nine centers located in North Carolina. Governance is by a Board of Directors with representation from regional health care institutions, the community at large, and the community college system. Mental Health Education provides services to the five Area L counties as well as the 23 counties in our region. The administrative structure of Eastern AHEC consists of an Executive Director, a Chief Administrative Officer, a Director of Fiscal Services, a Director of Information & Technology Services ( ITS), a Director of Communication, a Director of Educational Support Services, and six Division Directors which includes; Quality Support Center, Public Health / ORPCE / and Student Services, Mental Health Education, Nursing and Allied Health Education (the approved provider unit), Continuing Medical Education / Dental / Pharmacy CE Education, Pharmacy Education and Library Services.

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 department for payment.

Office Technology (20%): This position uses standard office equipment: a personal computer or laptop computer and printers, and a telephone. Software used includes Word, Excel, PowerPoint, Outlook, and a project management application. Skilled data entry is necessary to ensure that accurate data is entered into the AHEC statewide registration system (Computerized Administrative System for Continuing Education or CASCE) and the AHEC statewide Health Careers Tracking and Registration ( HETRS) database.

Information/Record Administration (20%): Records and forms maintained and processed by this position include: Professional Credit Applications, Travel Reimbursement, Honoraria, faculty and student stipends, Attendance List, Evaluation Summary, Faculty Data Form, and Documentation.

Budgeting & Purchasing (5%): A draft budget is developed by the supervisor for each program. This position will track all associated revenues and expenses from planning to completion of the program or meeting. This position will then prepare a final program budget for reconciliation with the Office of Fiscal Affairs. This position will also prepare purchase orders, reimbursements, etc., related to our educational events and programs.

Other (5%): This position may participate in special projects, grants, or work groups as assigned. This position performs under pressure and stressful conditions frequently to meet urgent deadlines to implement successful programs. This position is required to monitor faculty, vendors, and public contacts to ensure deadlines are met.

This position qualifies for Flexible Work Arrangements (FWA) under the ECU FWA Policy.

Bachelor's degree; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.

A valid NC Driver's License

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If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on budget, UNC salary administration, and/or candidate qualifications.

East Carolina University is committed to workforce success and cultivating a culture of care for our employees. ECU prohibits unlawful discrimination and harassment based on race/ethnicity, color, genetic information, national origin, religion, sex, sexual orientation, gender identity, age, disability, political affiliation, and veteran status. All qualified applicants will receive consideration for employment without regard to their protected veteran status or disability.

Individuals requesting accommodation under the Americans with Disabilities Act Amendments Act ( ADAAA) should contact the ADA Coordinator at (252) 737-1018 (Voice/ TTY) or ADA-Coordinator@ecu.edu.

Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. ECU participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States. If highest degree earned is from an institution outside of the U.S. and its territories, final candidates are required to have their degree validated as equivalent to the degree conferred by a regionally accredited college or university in the U.S.

If you experience any problems accessing the system or have questions about the application process, please contact the Department for People Operations, Success, and Opportunity at (252) 328-9847 or toll free at 1-866-489-1740 or send an email to employment@ecu.edu. Our office is available to provide assistance Monday-Friday from 8:00-5:00 EST.