Philadelphia College of Osteopathic Medicine · 14 hours ago
Program Coordinator
Moultrie, GA
Full-time
Onsite
Entry, Mid Level
$45K/yr - $45K/yr
2+ years expPhiladelphia College of Osteopathic Medicine is seeking a Program Coordinator to support the Clinical Education Operations department. The role involves implementing administrative facets of departmental activities, collaborating with leadership, and managing various processes related to testing, credentialing, registration, and evaluation management.
Health CarePharmaceutical
Responsibilities
Serve as the primary point of contact regarding questions or guidance related to assigned activity workflow(s)
Assist with conducting activity and program research, including accurate preparation of mandatory operational, statistical, and financial reports in accordance with federal and state regulations and institutional policies
Assist with designing and facilitating training programs and materials in assigned area(s) of responsibility
Maintain complete and accurate records for assigned activity(ies)
Attend department meetings, conferences, and seminars, as applicable
Develop and assist with implementing quality improvement initiatives regarding day-to-day administrative and operational activities or procedures
Perform other duties as assigned or requested
Provides direct administrative support to the department’s senior leaders and broad administrative support to other team members in support of department operations
Assist senior leaders with collecting or compiling information to complete key administration-level functions, including but not limited to planning, budgeting and reporting
Manage all facets of planning and management for department events
Manage the review and assignment of continuing education credits for clinical preceptor faculty
Perform general administrative duties to support departmental operations, including but not limited to maintaining inventory of required supplies and equipment and processing incoming and outgoing mail
Review and prepare accounts payable and accounts receivable items for processing, including invoices, requisitions, and stipends; ensure that expenses are charged the correct general ledger codes accurately and timely
Initiate, review, and renew affiliation agreements and service contracts with designated partners and vendors
Coordinate approved travel arrangements for department faculty and staff in accordance with PCOM travel policy
Supports budget, faculty, and testing administration activities within the department
Among primary responsibilities are preparing, distributing, securing, and proctoring PCBM exams; evaluating exam questions; and recording exam grades
Assist with scheduling make-up exams as directed by the Student Affairs department and PCBM faculty
Provide statistical reports of exam questions to assist PCOM faculty with assessing the quality of exam questions
Create and maintain accurate spreadsheets of PCBM student grades
Collect and grade all fourth-year evaluations, as well as third-year evaluations in a backup capacity; perform follow-up activities, as required
Report trends and preceptor compliance routinely to the Associate Dean and Program Manager
Assist with scheduling and coordinating logistics for student meetings and campus events, such as clerkship informational meetings, department meetings, and off-site meetings
Manages all aspects of the credentialing process
Primary duties include, but are not limited to, maintaining effective communications with practitioners and partner institutions, compiling and distributing student packets and partners, and completing verifications
Assist students and health plan providers with credentialing inquiries
Ensure the collection and compilation of up-to-date and compliant student credentials to support their clinical rotations, including background verifications and required documents, as applicable
Complete and submit credentialing packets to partners in advance of student rotations
Screen practitioner applications and supporting documentation to ascertain eligibility; maintain accurate and up-to-date files of participating practitioners and health care providers
Enter primary source documentation into databases accurately and timely; maintain data integrity and back up
Identify information discrepancies and follow-up with practitioners and providers for clarification and corrections
Manages all aspects of registering PCOM and visiting students for core, elective, and selective rotations, including those without a residency program
Enter data into department systems accurately and timely, including creating new sections and registrations, as needed; manage research and registrations for international rotations
Complete all applications, forms, and documentation for electives and rotations, as required to complete student registrations; follow up with students to collect and record required registration documents in department databases
Assist students with finding and registering for electives and managing their schedules to accommodate off cycle rotations; collaborate with students, faculty, other PCOM departments, and affiliate partners, as appropriate, to identify and resolve registration issues
Ensure all elements are captured and completed to satisfy all grading requirements
Run regular and ad hoc student registration and credit hour reports and distribute to designated recipients, as required; notify affiliate partners of confirmed elective student rosters
Design and implement an enhanced recording and delivery process to support PCOM’s transition to electronic evaluations; communicate requirements and expectations for electronic evaluations to preceptors
Review and recommend revisions to elective scheduling procedures, as needed, to enhance operations and the student experience
Recommend enhancements to current technology platforms, or investments in new ones, to secure external rotations and meet clinical and business needs; maintain updated web-based content
Liaise with site coordinators at affiliated partners, including hospitals, to confirm rotation availability; collaborate with other PCOM departments and affiliate partner sites to ensure accurate recordkeeping, reporting, and data sharing for all clinical rotations
Manages all aspects of evaluation generation, distribution, and collection (capture) related to clinical rotations and accreditation standards, including the use of approved department technical platforms
Collect and compile student evaluation data for all clinical rotations; maintain data in accordance with standards for grading, accreditation, and federal compliance
Conduct periodic audits of system use and data integrity and record findings; take or recommend corrective action on audit findings, including revising policies and procedures, as applicable
Ensure proper utilization of the department’s electronic evaluation platform (eValue); collaborate with other PCOM departments, affiliate partners, and vendors, as applicable, to improve the effectiveness of evaluation capture systems (i.e., Banner, eValue)
Run regular and ad hoc reports regarding evaluation submissions and capture and distribute to designated recipients, as required; follow up with participants and students to collect outstanding evaluations
Maintain updated student schedules and preceptor assignments in Banner
Manage the process of transposing paper evaluations, including staff involved in the process
Qualification
Required
Bachelor's degree preferred (in a related field) OR a minimum of 5+ years of relevant professional work experience in lieu of a degree
Minimum two years' experience in an administrative support, program management, or project coordination role, preferably in a college or university environment
Strong collaboration skills
Strong customer service aptitude
Strong organization and project management skills
Strong communication skills, including verbal, written, and interpersonal
High level of computer proficiency in word processing, spreadsheet, presentations, email, and virtual meeting applications, preferably on the Google Workspace or Microsoft 365 platforms
Benefits
PCOM offers a total rewards package that supports our employees' health, life, career and retirement.
Company
Philadelphia College of Osteopathic Medicine
Philadelphia College of Osteopathic Medicine is a school in Philadelphia.
501-1000 employees
H1B Sponsorship
Philadelphia College of Osteopathic Medicine has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
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Trends of Total Sponsorships
2025 (5)
2024 (2)
2022 (5)
2021 (1)
2020 (1)
Funding
Current Stage
Late StageLeadership Team
Jay S. Feldstein
President and Chief Executive Officer
Recent News
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2025-08-21
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