Experiential Scheduling and Systems Coordinator

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Job ID

362093

Location

Rochester

Job Family

Education-General

Full / Part Time

Full-Time

Regular / Temporary

Regular

Job Code

8315A2

Employee Class

Civil Service

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About the Job

This position can be located on either the TC, Duluth or Rochester campus. The Duluth job opening is 362090. The Twin Cities job opening is 362088.

Summary of Position :

The Office of Experiential Education (OEE) is responsible for the Doctor of Pharmacy (PharmD), Medical Laboratory Sciences (MLS), and Occupational Therapy (OT) programs education of 900+ students in real-life settings across the state of Minnesota, nation and world.

Working to place students in settings and working with preceptors / fieldwork educators to ensure an optimal learning experience requires effective use of an experiential learning management system (ELMS).

Functions performed in the ELMS include; managing site availability, arranging student placements, communicating policies, fostering compliance, completing student and preceptor evaluations, and sharing data for accreditation and quality assurance processes.

This position will coordinate effective utilization of the ELMS software including user training.

Principal Duties and Responsibilities :

40% Learning Management System Coordinator for all programs

• As a collaborating member of the OEE team, act as lead user, trainer and optimizer of our online ELMS for pharmacy, OT, and MLS for activities including;
• Development of ELMS for needs such as :

1. Supporting scheduling of rotations / fieldwork experiences.

2. Delivering communication to preceptors / fieldwork educators and students.

3. Collaborating with compliance to assure the ELMS meets compliance needs.

4. Collaborating with assessment to assure the ELMS contributes to assessment processes.

• Quality assurance to maintain database information is current for all users (e.g. preceptors, students, administrators).
• Training staff, faculty, students, and preceptors on the use of the system.
• Serving all three programs as the primary point of contact for questions and troubleshooting ELMS related issues.
• Communicating relevant ELMS updates and changes that would impact students and preceptors / fieldwork educators to the appropriate OEE team members, course directors, students and preceptors / fieldwork educators in an effective and timely manner.
• Collaborating with OEE team members for learning management system operations.
• Serving as the lead point of contact with ELMS vendor for all programs (service requests, support, software development requests, to optimize system use and resolve software issues).
• Managing and analyzing data-use to ensure what is entered and extracted is current, accurate, and complies with a usable format for all users.

40% Experiential Course Student Scheduling Lead

Working collaboratively with team members from each program (pharmacy, MLS, OT) manage the use of the ELMS to develop student experiential schedules with steps of activities including;

1. Gathering site availability,

2. Managing ELMS availability of site descriptions to inform student preferencing,

3. Instructing students on entering preferences and information relevant to scheduling based on site availability.

4. Collaborating with team members on implementing the student match process, based on programmatic rules and procedures, to develop student and site schedules.

5. Performing quality assurance on the scheduling process to monitor and refine student rotation assignments.

6. Responding to enrollment issues in collaboration with the Professional Education Division including student registration conflicts, placement conflicts and scheduling / enrollment changes as needed.

7. Communicating the results of student scheduling efforts to the appropriate OEE team members, course directors, students and preceptors / fieldwork educators in an effective and timely manner.

8. Managing ongoing scheduling changes in the ELMS system

15% Experiential Student Evaluation / Assessment Record Management

Manage the use of the ELMS in student, site, and preceptor / fieldwork educator evaluation processes for each program (pharmacy, OT, and MLS) with activities including;

o Setting up student learning evaluations and student evaluation of sites and preceptor / fieldwork educators in collaboration with course directors and OEE team members.

o Managing data reporting used for accreditation, compliance, student learning, preceptor / fieldwork educator, and site quality assurance processes.

o Working collaboratively with assessment team members to utilize data reported.

o Communicating issues and results related to record maintenance and recommending changes / improvements to the appropriate OEE team members, course directors, assessment team members, students and preceptors / fieldwork educators in an effective and timely manner.

5% Other Duties as Assigned

Supervision :

This position will supervise student workers assigned to the position to provide support and complete activities when student workers are available.

Working Conditions :

• The majority of the work in this position is performed in a general office setting on either the Twin Cities, Rochester, or Duluth campus.
• Flexible work arrangements are possible dependent on university and college policy / approaches to flexible work. Candidates must have the potential ability to work on either the Twin Cities, Rochester or Duluth campus full-time.
• Travel is not expected with the exception of occasional retreats or planning sessions.

Salary range- $54,000- $60,000 (DOQ)

Qualifications

All required qualifications must be included in the application materials

Required Qualifications :

• BA / BS in relevant field plus at least 2 or more years of professional experience related to the activities above; or a combination of related education and work experience to total six years.
• Commitment to work with faculty and staff on three campuses and three programs.
• Strong communication skills.
• Ability to work with individuals and teams internal and external to the college including students, preceptors, and vendors.
• Ability to lead projects.
• Ability to work independently, creatively, and adaptively in a fast-paced and dynamic work environment.
• Strong attention to detail
• Ability to manage, interpret, and share data
• Ability to foster quality assurance and quality improvement processes
• Strong customer service orientation with the ability to productively manage conflict
• Ability to meet deadlines and manage multiple ongoing initiatives at one time
• Ability to instruct and orient others to systems and processes.

Preferred Qualifications :

• MA / MS or additional training in education, information technology, systems engineering or quality assurance / improvement processes.
• Experience with online learning management systems, student records and / or scheduling processes.
• Strong skills using Excel
• Experience in health care related education.
• Experience in health care related experiential education.

About the Department

As an integral part of the College of Pharmacy, the Office of Experiential Education manages the practice components of the PharmD curriculum, including Introductory & Advanced Pharmacy Practice Experiences (IPPEs & APPEs).

EE acts as liaison and coordinators of our preceptors in clinics across the state of Minnesota, managing the annual placement of students in clinical sites, training of preceptors, and completion & assessment of learning objectives.

Benefits

Working at the University

At the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning.

We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.

The University also offers a comprehensive benefits package that includes :

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost

Please visit the Office of Human Resources website for more information regarding benefits.

How To Apply

Applications must be submitted online. Click the Apply button and follow the instructions. To be considered for this position, please attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

Diversity

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission.

The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression.

To learn more about diversity at the U : http : / / diversity.umn.edu

Employment Requirements

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here.

Criminal convictions do not automatically disqualify finalists from employment.

About the U of M

The University of Minnesota Rochester (UMR)

The University of Minnesota Rochester (UMR) offers distinctive health sciences education to prepare students for a broad spectrum of current and emerging careers, ranging from patient care to pure and applied research.

Serving more than 750 students in the heart of downtown Rochester, UMR is "recoding the DNA of learning" through individualized experience, personal growth, community engagement, and an integrated health sciences curriculum for tomorrow's health professionals.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).