Job Profile:
Administrative Operations Specialist 2
Job Family:
Administrative Operations
Time Type:
Full time Apply before 11:59 PM Arizona time the day before the posted End Date.
Minimum Qualifications:
Bachelor's degree and three (3) years of experience appropriate to the area of assignment/field; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.
Job Profile Summary:
Supports and instructs those served by the department with routine to intermediate queries, applies fundamental knowledge of multiple standards, policies and procedures, and maintains accurate and detailed records.
Job Description:
Position Salary Range: $50,000- $60,000.00 per year, depending on experience
The Continuing Medical Education (CME) Program Coordinator provides administrative and Program coordination support for the planning, implementation, evaluation, documentation, and closeout of CME activities. The position coordinates with Activity Representatives, faculty, speakers, committees, advisory councils, leadership, and learners to ensure educational activities are effectively organized and completed in accordance with established policies, procedures, and CME requirements.
The CME Program Coordinator serves as a key point of coordination throughout the CME activity lifecycle, supporting activity intake and planning, stakeholder communication, documentation, meeting coordination, evaluation and data management, participant certification, financial administration, and post-activity follow-up.
Success in this position is demonstrated through effective coordination and timely completion of CME activities; accurate and well-maintained documentation; responsive communication and stakeholder support; accurate evaluation and reporting processes; timely participant certification; effective meeting and committee support; and consistent adherence to established CME policies, procedures, and quality standards.
- CME Program and Activity Coordination.
- Coordinate the administrative lifecycle of CME activities from initial request and application through implementation, evaluation, reporting, and closeout.
- Support Activity Representatives and other stakeholders in completing required applications, forms, documentation, and activity requirements.
- Monitor activity timelines, deadlines, and outstanding requirements and provide appropriate follow-up.
- Maintain accurate and organized electronic records and documentation for CME activities.
- Support adherence to organizational CME policies, procedures, and accreditation requirements.
Stakeholder and Committee Coordination
- Coordinate meetings and communications with Activity Representatives, faculty, speakers, committees, advisory councils, leadership, and other stakeholders.
- Prepare meeting materials and provide administrative support for CME-related committees and educational programs.
- Document meetings, decisions, and action items and facilitate appropriate follow-up.
- Serve as a professional point of contact for questions and routine communications related to CME activities.
Evaluation, Data, and Reporting
- Coordinate the distribution and collection of CME evaluations and maintain evaluation records.
- Compile, analyze, and summarize evaluation data and participant feedback to support activity reporting and quality improvement.
- Prepare activity summaries and other reports required for CME administration, leadership, and accreditation purposes.
- Maintain accurate participant, attendance, evaluation, and activity records.
Participant and Certificate Administration
- Coordinate the issuance and distribution of CME/CE certificates and related participant documentation.
- Respond to participant inquiries and assist with resolution of issues related to evaluations, attendance, certificates, and educational credit.
- Maintain accurate records of certificate distribution and participant documentation.
Administrative and Financial Support
- Provide general administrative support for CME office operations, including correspondence, scheduling, document management, email coordination, and financial processing.
- Prepare and process invoices, deposits, and other routine financial documentation associated with CME activities.
- Maintain organized and accessible electronic files and administrative records.
- Support special Programs and operational initiatives within the CME program.
Website, Communications, and Educational Materials
- Maintain and update CME-related content on the OICHE website and other designated platforms.
- Develop and maintain basic promotional and educational materials, including posters, flyers, and digital communications.
- Coordinate distribution of CME-related announcements, meeting information, activity communications, and follow-up correspondence.
- Ensure published activity information and electronic resources are accurate and current.
Quality Assurance and Program Support
- Support quality assurance and continuous improvement of CME processes, workflows, and documentation.
- Assist with preparation for internal reviews, accreditation activities, audits, and organizational reporting.
- Identify and communicate documentation or process issues and assist with timely resolution.
- Support implementation of new CME processes, systems, technologies, and program initiatives.
- Perform other related duties and special Programs as assigned.
Desired Qualifications:
- Associate degree, bachelor's degree, or equivalent combination of education and relevant experience.
- Experience in administrative coordination, Program coordination, healthcare administration, education, medical education, or a related field.
- Strong organizational and time-management skills with the ability to manage multiple activities and deadlines.
- Evidence of ability to clearly communicate to perform essential functions.
- Strong attention to detail, accuracy, and follow-through.
- Ability to maintain confidential and sensitive information.
- Proficiency with Google Workspace and/or Microsoft Office and the ability to learn new technology and information systems.
- Ability to work independently and collaboratively with a varied group of professionals and stakeholders.
- Experience in CME, continuing education, healthcare, academic medicine, or a similar educational environment.
- Familiarity with CME/CE accreditation requirements and activity documentation.
- Experience coordinating educational programs, meetings, conferences, or speaker series.
- Experience with evaluation data, reporting, and quality improvement.
- Experience with website content management and development of basic promotional materials.
- Experience using virtual meeting platforms such as Zoom.
Core Competencies
- Program and activity coordination
- Organization and time management
- Attention to detail and accuracy
- Evidence of ability to clearly communicate to perform essential functions.
- Stakeholder and customer service
- Data management and reporting
- Problem solving and follow-through
- Technology proficiency and adaptability
- Confidentiality and professionalism
- Collaboration and teamwork
Working Environment:
- Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding and manipulating a computer mouse (75%).
- Required to stand for varying lengths of time and walk moderate distances to perform work (10%).
- Frequent bending, reaching, lifting, pushing and pulling up to 25 pounds (15%).
- Regular use of standard office equipment including, but not limited to: computer workstation/laptop (keyboard, monitor, mouse), printer, fax, calculator, copier, telephone and associated computer/technology peripherals.
- Occasional travel required.
Department Statement:
The Office of the Executive Vice President and University Provost provides leadership to all of the university's campuses and academic programs, fostering excellence in teaching, research and service to the community. The provost office guides the university's mission in providing educational quality and access, and directs the university's efforts in strategic redesign of its academic mission to achieve the vision of The New American University.
Driving Requirement:
Driving is not required for this position.
Location:
Off-Campus: Phoenix
Funding:
No Federal Funding
Instructions to Apply:
Current employees, student workers seeking staff opportunities, and students applying for student worker positions must apply directly through the Workday Jobs Hub.
To be considered, your application must include all of the following attachments:
Multiple documents may be uploaded in the attachments section. Alternatively, applicants may combine all required materials into a single PDF for submission. Please ensure uploaded documents are clearly labeled and include your name.
Please ensure your resume includes all employment information in month and year format, for example 6/04 to 8/14, along with job title, job duties, and employer name for each position. Your resume should clearly demonstrate how your experience and background meet the minimum and desired qualifications for this position. Incomplete applications or missing required materials may not be considered.
Important: Do not withdraw your application to make edits. Once an application is withdrawn, it cannot be edited, reactivated, or replaced with a new submission. If you have questions or need assistance, please contact The Office of Human Resources Talent Acquisition before the posting close date.
Graduate Assistant, Intern and part-time positions are counted as half time for experience equivalency, meaning one year equals six months of experience.
Only electronic applications will be accepted for this position. By submitting an application, you confirm that the information provided is accurate and complete.
ASU Statement:
Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions inclusive excellence, and welcomes students from all fifty states and more than one hundred nations across the globe.
ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, or any other basis protected by law.
Notice of Availability of the ASU Annual Security and Fire Safety Report:
In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU’s Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU Police Department at 480-965-3456.
Relocation Assistance – For information about schools, housing child resources, neighborhoods, hospitals, community events, and taxes, visit https://cfo.asu.edu/az-resources.
ASU’s comprehensive benefits package is a key part of your total compensation. Visit the ASU Compensation Estimator
Employment Verification Statement:
ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.
Background Check Statement:
ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.
Fingerprint Check Statement:
A fingerprint check is not required for this position.
