Continuing Education Program Support Specialist

Position Overview

As the Continuing Education Program Support Specialist, you will play a key role in providing customer and program support for the Office of Continuing Professional Development (OCPD). OCPD is a Joint Accredited Provider, providing educational opportunities for practicing healthcare professionals to earn accredited CE to support continuing education throughout their career and meet and licensure requirements. We partner with departments within the University of Minnesota, MHealth Fairview, external organizations, professional associations and hospitals/clinics to plan educational activities that meet Joint Accreditation requirements to offer accredited continuing education to the healthcare team. Each year OCPD accredits 20+ live programs, 15 distance learning courses and 30+ regularly scheduled series (RSS)/grand rounds. We serve over 2,400 live program learners from 45 states and 18 countries. We provide CEs to over 1,600 (RSS) learners and support over 600 experts as they share their knowledge at one of the educational programs we accredit each year.

The Medical School is committed to an excellent employee experience, offering a flexible work environment that meets the needs of students, staff, faculty, and the communities we serve. Flexible work arrangements may include flexibility in schedule and/or work location. All UMN employees are expected to follow applicable public health and safety procedures. This position is remote with the expectation to meet in-person on the University of Minnesota Twin Cities Campus frequently during the first 3-6 months of employment and approximately quarterly thereafter. As a .85 FTE, this position requires 34 hours per week, which must include working during the core business hours of 10:00am-4:30pm CT, Monday through Friday.

Job Duties/Responsibilities:

45%: Educational Program Support

• Manage educational program/course registration in the department's online system: add/remove courses on the Join Email List page, set up and test online registration, and update registration details as provided by course leads.
• Prepare and distribute registration update reports, process cancellations and refunds, handle group registrations and payments, record late registrants, and track no-shows.
• Import and reconcile registration revenue and participation data in the department's online system.
• Upload registrant and attendance information, import and/or update CE credits based on learner participation, and prepare final registration and attendance reports.
• Build and distribute online course evaluations, test with course leads, compile annual summaries, and generate raw data and final evaluation reports.
• Support specialty course requirements including building tests and attestations in the department's online system.
• Prepare email recipient lists and design/distribute eblasts promoting upcoming OCPD courses and/or services.
• Manage process for educational program credit/learner reporting to JA-PARS.
• Participate in weekly leadership meetings to address educational program support needs and understand the department's portfolio.
• Collaborate with program lead via department's project management system to complete program-related duties as assigned, adapting to unique program requirements as needed.

20%: Customer/Client Support

• Serve as the first point of contact for registrants, potential new clients, and others from a variety of backgrounds, communities, and identities, who are looking for information about the department and its services by monitoring the departmental email account and VOIP phone line, responding to inquiries promptly.
• Provide instructions on how to access the department's resources and/or records housed in the department's online system.
• Address general customer service needs to ensure a positive experience.

15%: Administrative and Compliance

• Compile educational course evaluation data in a master file and prepare summary information for internal OCPD team review for compliance with educational standards.
• Generate evaluation reporting required for the Joint Accreditation Self-Study and other compliance-related needs.
• Assist in preparing reports as requested by other Medical School departments.

15%: Technology/Systems Management

• Troubleshoot the department's online system and related system issues, escalating to vendor support as needed.
• Monitor open tickets and ensure timely resolution of technical problems to minimize service disruption.
• Stay up-to-date on system updates and new releases, participate in ongoing user training and reviewing vendor-related updates.

5%: Other Educational Program Support and Continuous Improvement

• Support process improvements and enhancements at the educational program and departmental level.

The Employer retains the right to change or assign other duties to this position.

All required qualifications must be included in the application materials

Required Qualifications

• BA/BS degree plus at least two years of related experience, or a combination of education and related work experience equal to at least six years.
• Proven problem-solving skills and technical aptitude, including the ability to troubleshoot and escalate system issues and document solutions.
• Demonstrated organizational skills and attention to detail.

Preferred Qualifications

• Demonstrated proficiency with continuing education management systems and project management systems (e.g., CloudCME, SmartSheet) or comparable platforms.
• Strong customer service and communication skills, with the ability to respond effectively to inquiries from registrants, planners, faculty, and others.
• Excellent organizational skills and attention to detail.
• Familiarity with ACCME, Joint Accreditation, or related compliance standards for continuing education.

Committed to innovation and diversity, the Medical School educates physicians, scientists, and health professionals; generates knowledge and treatments; and cares for patients and communities with compassion and respect. We value excellence, inclusiveness, collaboration, and discovery.

The mission of the regional campus located in Duluth is to be a national leader in improving healthcare access and outcomes in rural Minnesota and American Indian/Alaska Native (AI/AN) communities. In partnership with CentraCare, the regional campus in St. Cloud offers a wide range of patient experiences throughout students' education in Greater Minnesota and prepares them to become exceptional clinicians and leaders for rural and immigrant populations.

Founded in 1888, the University of Minnesota Medical School has three campuses. A four-year MD program and the MD/PhD program are located on the Twin Cities campus in addition to MD programs at regional campuses in Duluth and St. Cloud.

Pay Range: $42,500 - $51,000; depending on education/qualifications/experience

Time Appointment: 85% Appointment

Work Location: Remote

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

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

The University 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
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and 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.

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

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.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

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).