Summary

The Program Coordinator supports the Manager of the Costin Institute in ensuring the smooth day-to-day operations of the Institute, while also providing essential administrative support to the Midwestern University Chicago College of Osteopathic Medicine (CCOM) Mini Medical School. This role includes facilitating the residency application process and Medical Student Performance Evaluation (MSPE) process for the CCOM Dean’s Office. The Program Coordinator reports directly to the Assistant of the Dean. 

Essential Duties and Responsibilities 

Costin Institute Duties include:

Assist in the overall operations of the Costin Institute office, including maintaining records, processing applications, coordinating Advisory Board communications, arranging program session logistics, and supporting Costin Scholars. Collaborate with the Manager in applying for additional funding to support the Costin Institute, contributing to its continued growth and success. Assist in the maintenance of the Costin Institute website, ensuring it is up-to-date and reflects relevant information. Provide support for any activities undertaken by the Institute, ensuring their seamless execution. Other duties as assigned

CCOM Dean’s Office Duties Include: 

Coordinate the ERAS and MODS Military Residency Application Process, ensuring a smooth and efficient application submission for all candidates. Coordinate the MSPE process, guiding students in developing well-crafted letters, including content, composition, and proper upload procedures. Coordinate the professional photo session during 4th Year orientation weeks, ensuring students have appropriate photographs for their credentials. Prepare all letters of recommendation and letters of good standing originating from the Dean's Office, ensuring accuracy and timeliness. Assist in the pre-clinical orientation process, helping students transition smoothly into their academic journey. Provide coordination and support for students facing curriculum or career challenges, offering assistance and guidance as needed. Actively participate in all accreditation functions, contributing to the Institute's compliance with accreditation standards. Complete various administrative tasks such as filing, copying, ordering, and responding to phone inquiries, ensuring the smooth operation of the office. Supports the CCOM Dean’s Office Associate Deans as needed. Responsible for supporting various CCOM committees Supports the CCOM Dean's Office functions, including but not limited to graduation, bridging, white coat ceremonies, and other events as required. Help facilitate the entire MWU/CCOM Mini Medical School program, handling registrations, coordinating speakers, managing logistics for sessions, and maintaining the program website. Other duties, as assigned

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Must be able to work in a constant state of alertness and safe manner and have regular, predictable, in-person attendance.   Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Education and/or Experience    

High school diploma or GED equivalent required. An Associate degree or Bachelor’s degree is preferred.  Must have at least 5-7 years of administrative support experience. Previous experience working in an education environment is preferred.                                          

This individual must have excellent organizational skills, as well as good interpersonal communication skills, both oral and written. Must be highly detail-oriented and have the ability to work well under pressure to manage multiple priorities and deadlines for themselves as well as department members. 

The individual must be professional in interacting with internal and external contacts. The individual must be a self-starter and able to maintain the confidentiality of student, faculty, and clinical preceptor information.  

Computer Skills

Computer proficiency in MS Office (Word, Excel, Outlook). Experience using Adobe Acrobat, Publisher and Canvas is helpful. 

Language Skills                                             

Intermediate skills: Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Reasoning Ability                                                      

Intermediate skills: Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Mathematical Ability

Basic skills: Ability to add, subtract, multiply, and divide all units of measure using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to interpret bar graphs. 

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is occasionally required to stand, walk, use hands to handle or feel and reach with hands and arms. The employee is regularly required to sit, talk and hear.  Occasionally, the employee will be required to repeatedly lift and/or move up to 20 pounds.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Midwestern University is a private, not-for-profit organization that provides graduate and post-graduate education in the health sciences. The University has two campuses, one in Downers Grove, Illinois and the other in Glendale, Arizona. More than 6,000 full-time students are enrolled in graduate programs in osteopathic medicine, dentistry, pharmacy, physician assistant studies, physical therapy, occupational therapy, nurse anesthesia, cardiovascular perfusion, podiatry, optometry, clinical psychology, speech language pathology, biomedical sciences and veterinary medicine. Over 500 full-time faculty members and 400 staff members are dedicated to the education and development of our students in an environment that encourages learning, respect for all members of the health care team, service, interdisciplinary scholarly activity, and personal growth.

We offer a comprehensive benefits package that includes medical, dental, and vision insurance plans as well as life insurance, short/long term disability and pet insurance.  We offer flexible spending accounts including healthcare reimbursement and child/dependent care account.  We offer a work life balance with competitive time off package including paid holiday’s, sick/flex days, personal days and vacation days.  We offer a 403(b) retirement plan, tuition reimbursement, child care subsidy reimbursement program, identity theft protection and an employee assistance program.  Wellness is important to us and we offer a wellness facility on-site with a fully equipped fitness facility. 

Midwestern University is an Equal Opportunity/Affirmative Action employer that does not discriminate against an employee or applicant based upon race; color; religion; creed; national origin or ancestry; ethnicity; sex (including pregnancy); gender (including gender expressions, gender identity; and sexual orientation); marital status; age; disability; citizenship; past, current, or prospective service in the uniformed services; genetic information; or any other protected class, in accord with all federal, state and local laws, including 41 C.F.R. 60-1.4(a), 250.5(a), 300.5(a) and 741.5(a). Midwestern University complies with the Smoke-Free Arizona Act (A.R.S. 36-601.01) and the Smoke Free Illinois Act (410 ILCS 82/).  Midwestern University complies with the Illinois Equal Pay Act of 2003 and Arizona Equal Pay Acts.