The purpose of the position is to function as a Program Coordinator for student service offerings such as pathway programs, AHEC Scholars, and housing, as well as Continuing Professional Development (CPD) events. This position is supervised by the Director, Student Services. Duties include assisting in the planning, development, and implementation of student programs, conferences, and meetings throughout the region as well as locally. Primary duties include responsibility for the organization, planning, implementation, tracking, and monitoring of multiple program management activities, including student programs, conference and meeting arrangements, travel arrangements, health professional credit awards, contracts, grants, correspondence, and timelines for the oversight of Eastern AHEC responsibilities.
Position should function with minimal supervision and is required to consult with the director as appropriate for clarification or additional information. This position will make independent decisions as outlined by the director regarding program and faculty cancelations, along with implementing the notification process for each cancelation. This position will manage events and will also be responsible for setting up and attending various planning meetings. This position supports the Eastern AHEC housing service, including but not limited to ordering supplies for housing and quarterly site visits. This position maintains the database for health careers students and ensures compliance with the NC AHEC Program office guidance for data collection. In the performance of duties, this position will utilize excellent customer service skills, attention to detail, time management skills, problem-solving skills, organizational skills, and the ability to work in a self-directed and independent manner. This position will also use various computer applications such as Microsoft Office, including Outlook, Word, Teams, PowerPoint, Excel, and other systems. When communicating frequently with all education and health care professionals, this position will utilize excellent oral and written communication skills.

Communication (50%): This position has a significant amount of external public contact with education and health professionals statewide and nationally. Public contact is made through correspondence via email, telephone, attending educational programs to control registration, and advising and directing the public who enter the agency. The extent of information allowed for this position to give has limitations, including personal and sensitive information related to faculty honoraria, personal information, and any information deemed personal and confidential. Responsibilities for establishing appointments, travel, and itineraries, or schedules include securing travel and hotel arrangements; confirming program schedules; ensuring all faculty arrangements are complete for each program activity; and securing and confirming appointments, schedules, and travel. This position composes, writes, and drafts various documents, including memos, educational materials, draft marketing materials, vendor & speaker agreements, and generates reports. The Department's planning generally takes place 12 to 18 months before programs or special project implementation. Some programs may follow a shorter timeline. Program details must be organized to coordinate multiple long-range planning activities. Follow-up includes computing the income/expense form for each program, calculating the net profit/loss, approving each invoice before forwarding to the Business Office, computing the travel reimbursement form for the faculty, and consolidating the travel expenses and the honoraria, then forwarding to the Fiscal Affairs department for payment.

Office Technology (20%): This position uses standard office equipment: a personal computer or laptop computer and printers, and a telephone. Software used includes Word, Excel, PowerPoint, Outlook, and a project management application. Skilled data entry is necessary to ensure that accurate data is entered into the AHEC statewide registration system (Computerized Administrative System for Continuing Education or CASCE) and the AHEC statewide Health Careers Tracking and Registration (HETRS) database.

Information/Record Administration (20%): Records and forms maintained and processed by this position include: Professional Credit Applications, Travel Reimbursement, Honoraria, faculty and student stipends, Attendance List, Evaluation Summary, Faculty Data Form, and Documentation.

Budgeting & Purchasing (5%): A draft budget is developed by the supervisor for each program. This position will track all associated revenues and expenses from planning to completion of the program or meeting. This position will then prepare a final program budget for reconciliation with the Office of Fiscal Affairs. This position will also prepare purchase orders, reimbursements, etc., related to our educational events and programs.

Other (5%): This position may participate in special projects, grants, or work groups as assigned. This position performs under pressure and stressful conditions frequently to meet urgent deadlines to implement successful programs. This position is required to monitor faculty, vendors, and public contacts to ensure deadlines are met.

Bachelor's degree; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.

Eastern Area Health Education Center (Eastern AHEC) is a private, nonprofit educational organization affiliated with East Carolina University. The mission of Eastern AHEC is to provide and support educational activities and services with a focus on primary care in rural communities and those with less access to resources to recruit, train, and retain the workforce needed to create a healthy North Carolina. AHEC educational programs and information services are targeted toward:

Eastern AHEC functions in close collaboration with East Carolina University and with the other University of North Carolina Schools of Medicine, Nursing, Allied Health, Public Health, Psychiatry, Social Work, and Pharmacy, as well as other institutions of higher education. Eastern AHEC serves 23 counties in the eastern part of the state and is one of nine centers located in North Carolina. Governance is by a Board of Directors with representation from regional healthcare institutions, the community at large, and the community college system.