Communication – Verbal (30%): This position has a significant amount of external public contact with health professionals statewide and nationally. Public contact is made through correspondence via mail, telephone, attending educational programs to control registration, and advising and directing the public who enter our agency. Examples of the kinds and variety of information given to the public participants, hospital Education Coordinators, state and national faculty, professionals (faculty) at ECU Brody School of Medicine, various Colleges/Schools, Directors and support staff at our agency, other AHECs in the state of North Carolina, and vendors, include: *Dates, times, costs, and locations of programs; *Availability of space which includes number of people registered; *Income and expenses of program; *Contact personnel at other agencies; *Status of payment for faculty conferring with the business office on payments; *References on faculty to include how they are evaluated; *Answer questions from professionals interested in teaching and refer to director; *Respond to inquiries from support staff regarding duties, problems, decision making, etc; advise other agencies of procedures for completing application for credit; *Convey arrangements for programs with co-providers; *Secure vendors and negotiate fees. The extent of information allowed for the person in this position to give has limitations including personal and sensitive information related to faculty honoraria, personal information, any information deemed personal and confidential. Responsibilities for establishing appointments, travel, and itineraries, or schedules include; secure travel and hotel arrangements; confirm program schedules; assure all faculty arrangements are complete for each program activity; secure and confirm appointments, schedules and travel. Duties for arranging meetings and conferences include and not limited to: *Securing and confirming locations of programs which may have 10 to 300 participants; *Confirm faculty and travel arrangements; *Arrange, negotiate, and confirm exhibitors for programs as well as food vendors *Compile educational materials; *Compose application for professional credits *Compose income/expense information for each program; *Secure and confirm audio-visual equipment; *Attend regional programs and control registration, receive fees, issue receipts; *Assign accurate credit award hours *Compose attendance list and implement information for credit tracking; *Resolve any participant questions and/or problems regarding registration fees, credit, etc; *Ensure faculty evaluation summaries and thank you letters are completed; The Departments long-range planning takes place 12 to 18 months prior to CE program or special project implementation. 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 and 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 Business office for payment. Examples of information obtained to establish record or to initiate or continue a process include: *Faculty data form containing name, address, last four digits of social security number, academic knowledge, experience, work; *Registration form includes name, address, last four digits of social security number, degree, payment, affiliation, etc.
Information/Record Administration (30%): Records and forms maintained and processed by this position include: Professional Credit Application – Compiled and processed for each program in order to be approved for professional contact hours. Consists of location, date, time, co-provider responsibilities, information on faculty, purpose and objectives of program, content/outline of program, time allotted for each objective, etc. This position compiles the required information and processes each application for approval. National standards and criteria must be followed. Travel Reimbursement – Composed after receiving expenses from faculty including mileage adhering to the North Carolina State Travel Policy and Procedure. Honoraria – Detailed description of the amount to be paid to faculty including honoraria using Travel Reimbursement form to compute total reimbursement. Attendance List – Extracted from CASCE database and kept on file for each program for 6 years according to credit rules and regulations. Records are required to be kept by the federal government for 7 years. Eastern AHEC stores these records in a secure environment and are destroyed after 7 years. Evaluation Summary – A tallied summary of each participant’s comments provided on Eastern AHEC’s evaluation tool for each program and kept on file for 6 years. This is done through our online evaluation system. Records are required to be kept by the federal government for 7 years. Eastern AHEC stores these records in a secure environment and are destroyed after 7 years. Faculty Data Form – Detailed information obtained from each faculty required for processing applications for nursing credit for each program sponsored by the nursing education department. Documentation – Maintaining mostly electronic filing system and according to credit standards
Communication – Written (20%): This position composes, writes and drafts various kinds of documents which include: *Creates, formats, and distributes directive memos for the assistant director following Eastern AHEC administrative policies and procedures; *Creates computer documents and develops format to meet the needs of the nursing department; *Uses medical terminology to edit educational material received from faculty including proofreading for spelling, punctuation, grammar, and rewrite if necessary; *Drafts electronic marketing materials for marketing; *Drafts vendor and speaker agreements; *Generates reports as required by department, NCAHEC or accreditation bodies
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. This position will then prepare a final program budget for reconciliation with the Office of Fiscal Affairs. In addition to budgeting, this person will be responsible for purchasing supplies including office and programming materials.
Office Technology (10%): The person in this position uses standard office equipment: personal computer or laptop computer and printers, and telephone. Other equipment such as copier, fax, and postage meter will be used approximately 10% of the day. Software used includes Word, Access, Excel, PowerPoint, Explorer and Outlook. 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). Computers are used for the majority of all written communication and documentation. Written materials may include letters, memos, reports, brochures, PowerPoint slides, and data entry. This person will assist in the development of office procedures and will have significant input into the format of templates and queries for reports. This person will then generate the appropriate document independently following standard office procedures. This person must also be familiar with standard AV equipment: LCD, laptops, projectors, etc., in order to assist speakers. While AV personnel are usually available, there are occasions where this person will need to be able to set-up equipment or advise someone else how to do so. Must be able to set up PowerPoint presentations. Web conferencing skills are needed to be able to set up and moderate when necessary for meetings and events.
Other (5%): 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 assure deadlines are met. Stressful conditions may arise as the demands of programs or special activities require meeting specific deadlines. Examples of such deadlines are brochure production, preparation of large numbers of program materials by program date, and other time-lined activities. In many cases when several activities are going on simultaneously, the individual is reacting to many different deadlines on a daily basis. Program planning and implementation are unique to each program or activity. Programs may require duties specific to the program that may not be a regular responsibility. Examples may be the reconciliation of budgets with extensive program expenses and programs with detailed logistical support.
Special Instructions To Application:
Please ensure your full range of knowledge, skills, abilities, experience and education are listed on your application. Do not write ‘see resume’ on your application when completing the job duties section.
If you answer the questions at the end of the application, please ensure your application reflects the knowledge, skills, abilities and experiences to support your answers (see job duties section of previous employment).
Failure to answer the questions at the end of the application will not preclude your application from being considered but may result in your application not receiving full consideration of your knowledge, skills, and abilities.
Bachelor’s degree; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.
Full time or Part time: Full Time
Position Location (city): Greenville
Position Number: 955516
Organizational Unit Overview:
Eastern Area Health Education Center (Eastern AHEC) is a private, nonprofit educational organization affiliated with East Carolina University (ECU). The mission of Eastern AHEC, in accordance with the Statewide AHEC Program, is to meet the state's health and health workforce needs by providing educational programs in partnership with academic institutions, health care agencies, and other organizations committed to improving the health of the people of NC. AHEC educational programs and information services are targeted toward:
Improving the distribution and retention of health care providers, with a special emphasis on primary care and prevention; Increasing the representation of minorities and disadvantaged populations in all health disciplines; Enhancing the quality of care and improving health care outcomes; Addressing the health care needs of underserved communities and populations.
Eastern AHEC functions in close collaboration with East Carolina University, and with the other NC University programs in Nursing, Allied Health, Public Health, Medicine 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 health care institutions, the community at large, and the community college system. Mental Health Education provides services to the five Area L counties as well as the 23 counties in our region.
The administrative structure of Eastern AHEC consists of an Executive Director, a Chief Administrative Officer, a Director of Fiscal Services, a Director of Information & Technology Services (ITS), a Director of Communication, a Director of Educational Support Services, and five Division Directors which includes; Quality Support Center, Student Services & Faculty Planner of Continuing Professional Development, Mental Health Education, Nursing, Allied & Public Health Education (the approved provider unit), Continuing Medical Education / Dental / Pharmacy Education, Pharmacy Education and Library Services.
To be a national model for student success, public service and regional transformation, East Carolina University uses innovative learning strategies and delivery methods to maximize access; prepares students with the knowledge, skills and values to succeed in a global, multicultural society; develops tomorrow's leaders to serve and inspire positive change; discovers new knowledge and innovations to support a thriving future for eastern North Carolina and beyond; transforms health care, promotes wellness, and reduces health disparities; and improves qualify of life through cultural enrichment, academics, the arts, and athletics. We accomplish our mission through education, research, creative activities, and service while being good stewards of the resources entrusted to us. East Carolina University delivers on the promise of opportunity. We open doors. We improve lives. We transform the present, and we discover the future. In these ways and more, we serve our community, our state, our nation and our world as together we reach toward our greatest potential. Tomorrow starts here.