Program Coordinator II

Under minimal supervision, coordinates administrative, personnel and logistical support for a defined department program (s), often of a large and/or complex nature. Carries out established program objectives and directives. Follows established guidelines or protocols. Determines the best approach to accomplish assignments. May participate in program planning and in setting program objectives. May supervise support staff. May act as a communication liaison and special events planner. Interfaces with outside resources such as volunteers, alumni, patients, other professionals in a defined field or with continuing education students. May be responsible for adherence to program budget and/or other fiscal duties. May assist with grant and contract preparation and submission. May handle data management.

Key Duties, Primary Responsibilities:

• Sends and receives email and verbal communication to/from International Medical Education, UAB Faculty and UAB medical students for the UAB IME Global Health Track. The UAB IME Global Health Track accepts UAB medical student into approved graduate-level Heersink School of Medicine courses in global health. Students will also participate in clinical hours in an international setting. The PCII will guide the UAB medical students through the application, interview, and compliance steps to clear UAB medical student for their domestic and abroad activities.

• Sends and receives email and verbal communication to/from UAB internal HR staff and international visiting scholars to draft and confirm offer letters from faculty regarding the activities; and coordinate with various UAB compliance departments/offices to collect, review and maintain documentation to clear international visiting scholars with respect to academic verification, federal immigration compliance, health safety, and medical insurance, data integrity and access and research and patient care proper code of conduct. Interprets, responds to, and resolves inquiries or conflicts; and, when appropriate, refers inquiries to the Program Director

• Coordinates the Medical Student Enrichment Program (MSEP) for UAB medical students. Recruits new students through lunch and learn, marketing and SOM newsletters. Interviews students and serves as liaison with host sites, updates materials and contracts as necessary, leads pre-departure and post-travels meetings.

• Accesses UAB systems to create, update and maintain digital department records. Ensures accuracy of international visiting scholars' database and resolves discrepancies and generates reports for internal and external constituents. Tracks the arrival and departure of all approved and cleared international observers and tracks dates of opportunity to assist in extensions or off-boarding.

• Provide confidential secretarial/office support functions. Provides essential administrative and business support services including meeting and event planning.

• Creates, prepares, and distributes monthly reports.

• Other assigned duties

Salary Range: $18.35 - $29.80

Bachelor's degree in a related field and one (1) year of related experience required. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

Preferred skills:

• Intermediate or better proficiency in Microsoft Office Suite, including Outlook, Teams, and Excel

• Ability to use a variety of scheduling software (e.g., SignUp Genius, Doodle Poll)

• Aptitude for learning new technology and software

• Ability to manage high volume of tasks and to prioritize competing tasks

• Excellent formal written and verbal communication skills

• Excellent time-management and organizational skills

• Minimum of 2 years of experience as program coordinator or administrative assistant.

• UAB experience and knowledge of systems and processes

• Strong facilitation, interpersonal, and presentation skills

• Attention to details and excellent critical thinking skills

• Ability to interact with others in a team environment or alone