What are the responsibilities and job description for the Program Coordinator I, Cardiology-Adult position at Wake Forest Baptist Health?
JOB SUMMARY
This position will be research-focused. The Program Coordinator I will provide comprehensive administrative support across multiple functions for research faculty and their teams. Specific responsibilities will include:
- Grant Submission Management : Assist with the preparation and submission of grant proposals, track funding milestones, and ensure compliance with grant guidelines.
- Clinical Trial Coordination Assistance : Support the coordination of Data Safety Monitoring Board (DSMB) and Advisory Council meetings for clinical trials and participant compensation.
- Administrative Support : Handle complex scheduling, meeting coordination, and travel arrangements using systems such as Concur and Workday. Prepare detailed reports, presentations, and documentation for research teams, faculty, and external collaborators.
- CME and Event Coordination : Organize and manage Continuing Medical Education (CME) events, including CV Grand Rounds, workshops, and external conferences. This involves managing guest speakers, collaborating with Advocate Health and Atrium Health researchers across the enterprise, and working with external organizations to ensure flawless event publication and execution.
- Technology Proficiency : Utilize skills in Microsoft applications, EndNote, Concur, and Workday to support the administrative and operational needs of the research teams. This also includes the ability to manipulate technology for the successful execution of academic events.
- Communication & Representation : Serve as the primary point of contact for collaborating research teams (internally and externally) and departmental leadership. The Program Coordinator I will be expected to communicate effectively and represent the Department of Cardiovascular Medicine with the highest level of professionalism and polish.
Additionally, this position will be responsible for planning, designing, and implementing programs, assisting in data collection, establishing protocols and reviewing program offerings. Provides management oversight to the data management and financial reporting for programs. Responsible for the operational execution and management of special projects within the department, including providing process management oversight, leading process improvement initiatives, and assisting leadership with strategic plan initiatives.
EDUCATION/EXPERIENCE
Bachelor's degree in related field or an equivalent combination of education and experience. Prior program management experience preferred.
ESSENTIAL FUNCTIONS
- Designs, develops, and implements projects associated with departmental needs and function.
- Creates reports and analysis of data. Makes recommendations based on these findings. Prepares periodic analyses and reports reflecting progress and trends of on-going projects/programs. Makes suggestions for improvement and implement as appropriate.
- Arranges, participates in, and implements, as directed, conferences and committee meetings. Attends meetings with appropriate staff and faculty as necessary to provide and gather information and assure the meetings/programs are carried out appropriately.
- Drafts financial, statistical, narrative, and/or other reports as requested. Assists in the administration of the departmental budget by tracking expenditures and performing other financial tasks. Verifies deduction authorizations to ensure correct input.
- Coordinates the planning, implementation, and evaluation of major projects. Provides guidance to others. Designs forms, newsletters, web pages, and other tools as appropriate to ensure the success of assigned projects.
- Independently composes reports and correspondence containing decisions that tend to establish precedents and which may commit a unit or superior to a course of action. Signs name to correspondence, requisitions, vouchers, and other forms of consequence, as delegated.
- Assists Administrative Director with projects and processes identified through strategic planning and process improvement initiatives.
- Manages data for applicable databases to produce outcomes information for quality reporting and operational initiatives.
- Coordinates the activities of, and provide semi-professional service to Medical School committees.
- Performs other related duties incidental to the work described herein.
SKILLS & QUALIFICATIONS
- Excellent oral, written, and interpersonal communication skills
- Strong presentation, facilitation, quantitative and analytical skills
- Understanding of financial cost and budgeting
- Ability to multitask and prioritize
- Strong PC background in computer spreadsheets systems and presentation packages
- Ability to use MicroSoft Office Suite (unless alternate software package is specified by the department)
WORK ENVIRONMENT
- Clean, well-lit office environment
- May be subject to interruptions
- Occasional pressure due to multiple calls and inquiries
- Handles absentee replacement on short notice
