House Officer Coordinator
Position Number: 00102618
Primary Function of Organization Unit: The Dean's Office is the leading administrative unit of the College of Veterinary Medicine (CVM). It is responsible for oversight of three academic departments, veterinary medical services, academic affairs and research and graduate Studies. The college is a professional school engaged in research, teaching, clinical service and public outreach. The college is responsible for DVM professional, postdoctoral and graduate training/education.
Essential Job Duties: Reporting to the Associate Dean and Director of Veterinary Medical Services, this position serves as the main point of contact for programmatic support and coordination of the Veterinary Hospital House Officers' program. The House Officer program consists of approximately 100 Interns and Residents receiving post-DVM specialized training primarily within the Veterinary Hospital's specialty services. In this role, the successful candidate will work closely with the Associate Dean and Director of Veterinary Medical Services, Department Heads, Faculty, CVM HR, and House Officer in providing advanced range of coordination of program details, assisting with maintaining administrative processes, and provide House Officer Program support under general direction. This position is responsible for managing and coordinating all programmatic and administrative activities related to the House Officer program at the College of Veterinary Medicine which include: -Represent the House Officer program to internal and external stakeholders -Serve as information resource for faculty, staff, and House Officers -Assist in coordination of House Officer candidate visits and interviews -Organize orientation and on-boarding logistics for House Officers -Organize meeting agendas and facilitate House Officer weekly seminars -Works with Faculty to assist in credentialing and program compliance with specialty college that include deadline tracking and data gathering and report drafting -Works closely with and at the direction of CVM HR on human resources activities that include but not limited to recruitment, hiring, program completion, and evaluation -Works closely with the Hospital Executive Assistant and CVM HR to ensure House Officer Faculty Certificates are obtained in a timely manner and hospital privileges granted -Coordinate and maintain records for budgeted House Officer funding support program -Maintain college website for House Officer program -Maintains tracking records related to position funding sources and other relevant position information -Assists and maintains minutes as needed for the Faculty Committee on House Officer Program Resources (FCHOPR) -Coordinate and maintain minutes of House Officer Exit Interview process - works with Association Dean, FCHOPR, and CVM HR to identify trends and actions to improve program and culture -Prepares program completion certificates -Coordinate Oath and Hooding House Officer participation -Works with Associate Dean and Director, Hospital Administrator, Department Heads, Faculty, and CVM HR to build additional program services that may include HO evaluation system, coordination, documentation, and tracking of mentoring meetings, managing clinical investigator program, course scheduling for interns, and performance reporting -Provide Notary services to House Officer program and college as needed. -Provide administrative support to the House Officer Program and the Associate Dean and Director of Veterinary Medical Services office. Supports college committees as it relates to Associate Dean and Director of Veterinary Medical Services. Responsible for annual collection of data, analysis and formatting data on hospital evaluations for clinical faculty and House Officers. The position will also support administrative responsibilities that include the Associate Dean's schedule, meeting coordination, travel, and other duties. Additionally, will support the dean's office in a team effort with the other support staff to provide smooth workflow and optimal efficiency for the CVM with a dotted reporting line to Dean's Executive Assistant. Other duties as assigned
Department Required Skills: Must have excellent interpersonal skills and high level of professionalism. Must have excellent organizational skills and great attention to detail. Exceptional customer service and communication skills. Ability to understand complex concepts and communicate effectively with individuals at all levels. Ability to work collaboratively with small and large teams Ability to work in a fast-paced environment and comfortable with frequent interruptions. Ability to quickly and creatively problem solve. Ability to maintain confidentiality at all times. Proficient with Microsoft Office (Excel, Power point, Adobe, Word), office technology, and email and calendaring tools. Independently exercise judgment and discretion while applying policies and procedures set forth by the College and NCSU. Excellent written and verbal communication skills. Capable of drafting professional and clear written correspondence. Excellent grammar, editing and spelling skills. Ability to work effectively with minimal supervision.
Preferred Experience, Skills, Training/Education: Bachelor's degree preferred. Experience working in a university/academic setting or healthcare environment.
Necessary Licenses and Certifications: N/A
AA/EOE: NC State University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, gender identity, age, sexual orientation, genetic information, status as an individual with a disability, or status as a protected veteran.
Individuals with disabilities requiring disability-related accommodations in the application and interview process, please call 919-515-3148. Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. If highest degree is from an institution outside of the U.S., final candidates are required to have their degree verified at "www.wes.org":http//wes.org. Degree must be obtained prior to start date.
NC State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.