Center For Trauma & Critical Care Education Coordinator

Position Summary

The Center for Trauma & Critical Care Education (CTCCE) is recruiting for an administrative coordinator. This position will be the primary contact for the customers, students, and users of the center. This position is responsible for the administrative functions of the CTCCE and will require coordination of the many training and educational programs offered.

Responsibilities will include:

Course Administration

• Maintains and updating online registration system to include, but not limited to, course registrations, instructor access, financial issues

• Market and develop course announcements/registration material

• Maintains and updates course tracking. Notifies staff with discrepancies

• Receives course completion paperwork. Ensures all required documents are received, processed with parent organization, and filed digitally

• Generates and updates registrant and course revenue reports as needed

Customer Service

• Coordinate and direct customer services activities for the Center

• Intakes all general phone, email, or online requests regarding questions of CTCCE programs and assistance with registration, answers questions or forwards to appropriate staff

• Ensures that all forwarded questions are answered

• Ships/delivers purchased course materials to course registrants in timely manner

Accreditation and Training Center Administration

• Maintains files and tracks requirements for accreditation for CAHEEP, CAPCE, NAEMT Training Center, and AHA Training Center

• May issue AHA provider cards at the direction of the AHA Center Coordinator

• Assists the AHA Center Coordinator in maintenance and update of instructor files

Purchasing

• Orders educational and office supplies and equipment following state procurement guidelines and established VCU and MCV Foundation policies and procedures

• Communicates with procurement officials, administers purchases with p-card and appropriate reconciliation

• Tracks requests for independent contractor requests; processes payments

Center Administration

• Schedules and attends CTCCE staff meetings, records meeting minutes and notes. Updates project management systems as needed

• Assists Director, Program Director, Assistant Director(s) with administrative tasks and projects

• Maintains/coordinates maintenance and upkeep of office equipment, including printers, computers, phone systems, and other shared items

Personnel Administration

• Assists with timekeeping for hourly/wage/student workers

• Works within the established VCU system to recruit, interview, hire, and supervise student workers

• Coordinates task/project requests from CTCCE staff and delegates to student workers as needed

• Maintains up-to-date center door access; coordinates with VCU security to grant/remove CTCCE center access

• Primary contact for facilities management regarding work requests for office suite and classroom spaces

• Assists in the training and onboard of new staff as required

• Assists staff in reimbursement and/or pre-authorization for travel

EMS Programs

• Oversee paramedic program applications. Tracks and files applicant materials

• Communicate and answer inquiries from applicants

• Pre-screens applications for Program Director to review

• Coordinate and manage applicant interviews

• Apply knowledge of admissions criteria for all applicants as part of the review process

• Maintains all paramedic program accreditation files, including, but not limited to, student files, clinical agreements, and cohort documents

• Schedules and proctor exams and entrance exams as needed

• Coordinate and track student billing with Program Director and Center Director or designee

Required Education & Experience

• Excellent computer skills are essential, including proficiency in Word, Excel, and electronic mail usage

• Impeccable customer service skills

• Excellent oral and written communication skills

• Excellent organizational skills, with the ability to multitask

• Ability to work in a diverse environment is required

Preferred Education & Experience

• Experience/knowledge of prehospital initial and continuing education training programs and/or other professional healthcare credentialing

• Graduation from an accredited college or university with a Bachelor's degree.

Additional Information

University Title: Office Manager (Open), General Administration

ORP Eligibility: No

Restricted Position: This is a restricted position with no set end date and continued employment is dependent upon project need, availability of funding, and performance.

Vaccination Requirements: Please note that if you are employed as a university employee working in any of the health system's facilities, you will need to follow VCU Health System policies, which will include but will not be limited to, vaccination requirements.

Virginia Commonwealth University (VCU) School of Medicine is a premier academic medical center located in the heart of Richmond. Accounting for almost half of VCU's sponsored research, the School of Medicine is internationally recognized for patient care and education. VCU School of Medicine comprises 18 clinical departments, eight basic health science departments, and 11 affiliated institutes and centers, and provides preeminent education to physicians and scientists in order to improve the quality of healthcare for humanity. All full-time university staff are eligible for our generous benefits package that includes choices for health, vision, and dental coverage, life-insurance, short and long-term disability coverage, retirement planning, tax-deferred annuity and cash match programs, flexible spending accounts, tuition benefits, significant paid-time off,12 paid holidays, and more. Explore our benefits further here: https://hr.vcu.edu/current-employees/benefits/university-and-academic-professional-benefits/

The School of Medicine continuously strives for our workplace and learning environment to reflect the demographic and social milieu of the communities we serve. All qualified applicants are encouraged to apply.

Salary Range: $52,000 - $62,000

Position Details:

Department: Surgery

Employment Type: UF - University Employee FT

Restricted Status: Yes

FTE: 1.0

Exemption Status: Non-Exempt