Program Coordinator
Meharry Medical College

Job Info

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Coordinates and manages offices activities and workflow processes to ensure smooth efficient operations within the department. Performs administrative support duties and makes work-related decisions in accordance with existing policies and procedures. Position may oversee the work activities of lower-level support personnel. Position may perform designated duties of immediate supervisor during periods of absence.

Daily Operations

Office Operations/Coordination

• Administers and coordinates department activities and office services as per the Dean's Office
• Oversee maintaining Dean's Office Standard Operating Procedures,

• Manage day-to-day office tasks including answering the phone and assisting with messages for inter-office staff and administrators.
• Plans, schedules and facilitates meetings of office staff, deans and faculty

• Maintains organization of the Office Calendar.
• Assists with managing the Dean's emails (responding, forwarding, filing, etc.) along with follow up tracking and communication.
• Acts as liaison with other departments, faculty, staff, students and external organizations and responds to inquiries regarding departmental policies, procedures and functions.
• Serves as a back-up to the Executive Associate for composing, formatting and typing correspondence, and assists with the completion of DEC and Dean's Team meetings.
• Composes, formats and types correspondence using PC applications including word processing and spreadsheets.

Data Collection

• Annual reporting and data collection for School-related programs such as Oral Health Day, Adopt-a-Grandparent Day, Match Day, Senior Awards, etc.
• Assists in collecting and preparing regular reports for the Board of Trustees and grants such as Title III, COE, and HCOP.
• Maintains emergency contacts for faculty and staff.
• Coordinates Accreditation Programs, assists with cataloguing accreditation data and maintains accreditation documents in a centralized area.
• Updates the Dean's Dossier Notebook and CV as accomplishments occur, at least quarterly.

Website/Social Media

• Responsible for the content maintenance of the School of Dentistry portion of the website.
• Updates and maintains accurate information on the MMC website.
• Management of social media communication for the School of Dentistry in conjunction with the Director of External Affairs and Marketing.
• Assists with recruitment by managing faculty hiring notifications on various websites and provides assistance to search firms by providing pertinent information.
• Manage, prepare, and disseminate monthly/quarterly SOD communication updates for the school newsletter (digital and/or video) and

Miscellaneous

• Performs other related duties as assigned.

Required Skills

• Comprehensive knowledge of institutional policies, procedures and organization structure.
• Demonstrated proficiency in various PC-based applications including word processing and spreadsheets.
• Demonstrated knowledge of various social media platforms and processes.
• Effective verbal and written communication skills. Strong composition and editing skills. Good organization and time management skills.
• Work knowledge of accounting principles and procedures including budgetary processes.
• Sufficient supervisory and training skills to work with assigned staff.
• Demonstrate interpersonal skills necessary to establish and maintain effective working relationships with internal and external contacts.
• Demonstrate sufficient organizational skills and experience in developing streamlining processes

Required Education and Experience

• A master's degree from an accredited college or university and a minimum of four (4) years of related experience is required.
• Experience in working in administrative management in an academic environment preferred

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