Program Coordinator - Westchester Medical Center : Job Details

NorthEast Provider Solutions Inc. · Surgery

Full Time

AM

5 & 40

Job Summary : The Program Coordinator is an advanced level administrative coordinator who will be responsible for managing department & section accreditation projects as well as day-to-day operations and providing coordination and management of special projects in the department of surgery.

Responsibilities:

• Manage heavy calendar; scheduling all meeting and appointments (both electronic and paper calendars).
• Coordinate travel, which includes registrations, submission of abstracts, hotel, car and flight arrangements (both domestic and international).
• Monitor all expenses for grants, royalty accounts, retention funds, etc.
• Work independently on updating training grants tables as requested.
• Assist with grant application preparation and monitoring of funding received.
• Preparation of manuscripts for submission and uploading to applicable databases.
• Coordinate Editor duties for journals as needed: circulating new manuscripts to reviewers, obtaining reviews in timely manner and contacting authors regarding decisions on manuscripts.
• Typing and management of all letters of reference and recommendations- ensuring all due dates are met.
• Maintain and renew all of Chiefs' memberships to societies and journal subscriptions.
• Maintain and update several databases such as Endnote.
• Maintain confidential files: including patient information.
• Prepare purchase orders and requests payments for invoices related to publications and manuscript printing.
• Assist Chiefs with society memberships, preparation and distribution of posters and power point slides, typing introduction speeches, coordination of monthly dinners- ordering of food menu, table arrangements and ensuring guests have all pertinent information regarding the dinner, email correspondence with council members, board members and invitees.
• Assist with preparation of lectures, manuscripts, abstracts, editorial submissions, and Power Point presentations for various lectures.
• Perform other duties as assigned.
• Liaison with Practice offices and clinics.
• Assistance with administration of the International Research Fellowship program.
• Assists Chiefs with onboarding medical students for research projects, as needed.
• General Department of Surgery administrative tasks as requested.
• Ability to attend Monthly meetings, beginning at 7:00 am.
• Coordination of section meeting minutes.
• Ability to become an expert in the knowledge of these accreditation programs.
• Assistance with coordination of section meetings
• Assist with preparation and documentation of program requirements for section programs.
• Coordination of projects associated with department and section.

Qualifications/Requirements:

Experience: Minimum of one year of health care program coordination or administrative/clerical experience , required.

Education : Bachelor's degree from an accredited institution, required. Or Equivalent combination of experience and education may be substituted for degree requirement.

Licenses / Certifications:

Other: Advanced Office, Excel and PowerPoint is a must for this position. Ability to multi-task and take initiative is a must. Excellent written and oral communications skills, including eye for detail and command of language and grammar. Should exude professionalism and positive attitude at all times and be adaptable in a rapidly changing work environment with competing priorities. Prior medical field experience in an academic hospital preferred