General Information
| Job Description | ADMIN OFCR 2 | Working Title | Program Coordinator for Psychiatry and Neuroscience |
|---|---|---|---|
| Job Code | 007376 | Grade | 19 |
| Department Name | SOM Neuroscience - D02016 | Department Head | |
| Supervisor | Effective Date | 07/02/2018 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Generic Scope
| Professional who applies acquired job skills, policies, and procedures to complete substantive assignments/projects/tasks of moderate scope and complexity; exercises judgment within defined guidelines and practices to determine appropriate action. |
Custom Scope
| Uses professional concepts to apply organization policies and procedures to oversee a variety of ongoing administrative operational issues. Administers defined operational program. Analyzes and resolves operational problems of moderate scope. |
Department Custom Scope
| As the Program Coordinator for Psychiatry and Neuroscience which includes Psychiatry, Neurology, Neurosurgery, and Pain Management, provides executive level coordination and support to the Chair of Psychiatry and Neuroscience, clinical professors/physicians, and when needed, other high-level management. Provides programmatic and administrative support on a wide range of issues, projects, programs, academics and on matters of importance to the school of medicine. The Program Coordinator will have a through understanding of the priorities and expectations of senior leadership and take these into account in the coordination of activities. Manage all aspects of the chair's business. Strategize and advise in university communications, meetings, campus and community events, etc. regarding the leader's role as it applies to each situation. Staff relevant SOM committees and work groups: develop and distribute agendas, attend meetings, record highlights, track action items and initiate follow-up as necessary. Maintain electronic and hard copy filing systems for easy retrieval. Initiate policies and procedures within the office to achieve maximum efficiency. Serves as the continuing medical education (CME) program coordinator, providing overall coordination of CME activities for physicians. In collaboration with the chair, develops and implements formal CME courses/grand rounds/Journal Club/outreach activities, and initiates/generates/participates in the conference coordination process from development to completion assuming responsibility for all logistical conference details, materials, announcements, on-site support, and evaluation tools. Liaisons with community organizations vital to UCR Psychiatry/Neuroscience and structures the sponsorship agreements when applicable. Attend sponsored events as the department liaison. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
Experience Requirements
| Experience | Requirement |
|---|
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
Administers a defined operational
program or activities which may include
some of the following functions:
finance, facilities, payroll, space
planning, student services, human
resources, communications,
informational technology or safety.
|
25 |
Gathers and analyzes financial and
other resource data; prepares reports
or analyses of operational activities,
evaluates current and proposed
services, etc.
|
10 |
| Functions as a resource on issues such as researching complex financial discrepancies, escalated customer service problems and vendor concerns. | 5 |
| Assesses and recommends changes to maintain compliance with federal and state requirements and internal policies. | 5 |
| Participates in the development and revision of standard operating procedures and guidelines. | 5 |
Develops and maintains budgets.
|
10 |
| Assist the chair by researching issues; reviewing and synthesizing information, seeking consultation from recognized campus resources, and present options. Organize events and meetings including arrangements of locations/rooms, necessary audiovisual equipment, room set-up, food service, and notices/invitations; coordinate conference calls. Prepare agendas, take minutes, and follow-up on action items as needed. Provide timely assistance in the draft, edit, proof, copy, fax and distribution of correspondence and forms. Represent the department as a point of contact for internal and external visitors, including administrators, faculty and staff, as well as prominent members of the community. | 20 |
| Staffs various ad hoc committee meetings and/or task forces, as needed. Participates in the development and strategic planning of upcoming meetings, activities and collaborations. | 10 |
| Assist in securing the appropriate documentation for department research studies including contracts and internal review board (IRB) applications. Works closely with the sponsored research and programs unit in completing specific forms required for research projects funded or supported by contracts or grants. Assist in the drafting of sponsorship letters. | 5 |
| Serves as the Riverside University Health System (RUHS) liaison for division regarding patient grievances filed against UCR faculty. Tracks physician time logs along with the chairs hours at RUHS-Behavioral Health. Generates invoices for faculty consulting. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Working knowledge of common organization-specific and other computer application programs. | Preferred |
| Solid communication and interpersonal skills to communicate effectively with all levels of staff, both verbally and in writing. | Required |
| Solid organizational skills and ability to multi-task with demanding timeframes. | Required |
| Ability to use discretion and maintain all confidentiality. | Required |
| Ability to use sound judgment in responding to issues and concerns. | Required |
| Demonstrated extensive and progressive experience providing high-level executive, and analytical support with the ability to multi-task and prioritize independently. | Required |
| Knowledge of the complex process of Accreditation Council for Continuing Medical Education (ACCME). | Required |
| Demonstrated knowledge and ability to utilize various software applications such as Word, Excel, Outlook, PowerPoint, and Internet Explorer with a high degree of accuracy and speed. | Required |
| Demonstrated ability to determine and locate relevant and reliable sources for the collection of information and data. | Required |
| Demonstrated experience managing a heavily impacted schedule, with the understanding that a clinical environment is flexible and daily work schedules are fluid. | Required |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|
Other Special Requirements & Conditions
|
Level of Supervision Received
| Supervision |
Environment
Working Environment
| UC Intelli-Center |
Other Requirements
Items Used
|
Physical Requirements
|
Mental Requirements
|
Environmental Requirements
|
Critical Position
| Is Critical Position: No |