Program Coordinator- Education and Outreach Services

Extended Job Title

Program Coordinator- Education and Outreach Services

Position Description

Supports the program director by performing administrative duties related to planning, directing and coordinating both the academic and operational activities of the program.

Major/Essential Functions

• Communicates with and provides services to a wide range of internal and external contacts. Anticipates and resolves problems; updates supervisor on status of projects. Provides office services by implementing administrative systems, procedures, and policies. Monitors administrative projects, maintains accurate records, and assists with public reports and presentations. A thorough knowledge of policies, procedures, and methods for the area of responsibility is required. Initiative and independent judgments are frequently exercised in the position. Travel will be required to attend educational activities, conferences, meetings, and other events to meet the needs of the programs.
• Drafts, edits, and prepares correspondence, reports, and other materials using word processing, spreadsheets, and/or databases.
• Coordinates educational activities, including scheduling, logistics, and follow-up communication with internal and external participants and venues, and complies with deadlines set forth by external offices.
• Prepares and maintains accurate program records including inventory reports as well as conducting quarterly audits for all offices in the program.
• Provides for smooth day-to-day flow of communications within the programs.
• Arranges for use of facilities and advises availability of service within and outside TTUHSC for gatherings such as trainings, presentations, workshops, and seminars.
• May assist in training, scheduling, and distributing work to other staff members and students.
• May assist in overseeing and following deadlines and progress across teams to ensure projects are completed on time.
• Demonstrates a strong ability to manage multiple priorities and consistently meet tight deadlines.
• Maintains administrative workflow by studying methods, implementing processes, developing reporting procedures, and implementing changes when needed.
• Constantly maintains a professional rapport and upholds TTUHSC values throughout all interactions.
• May collaborate with professionals in a variety of settings such as higher education institutions, advance practice providers, and others through face-to-face, email, phone, or mail contact.
• Develops and updates monthly productivity reports.
• Maintains and updates professional knowledge and proficiency through continuing education, staff meetings, workshops, and serving on special committees.
• Organizes and implements administrative systems and procedures performing necessary support duties related to mental health education and perinatal mental health education for the Perinatal Psychiatry Access Network (PeriPAN) and/or Child Psychiatry Access Network (CPAN)program.
• Assists with the development, tracking, and implementation of PeriPAN and/or CPAN activities.
• Responsible for timely completion and submission of post-travel documentation and expense reports.
• Travels to deliver outreach, attend educational activities, conferences, meetings, and other events to meet the needs of our programs.
• Completes assigned trainings in a timely and efficient manner.
• Evaluates the success of the learning experiences through soliciting feedback/assessment.

Preferred Qualifications

Experience with word processors, spreadsheets or databases, virtual meeting platforms, scheduling meeting and events, cataloging inventory, coordination of multiple projects, and small-scale project management

Required Qualifications

High school plus six years experience in related field. Additional education may substitute for experience on a year for year basis.