What are the responsibilities and job description for the Program Coordinator position at Westchester Medical Center?
Job Summary: The Program Coordinator is an advanced level administrative coordinator who will be responsible for supporting the department/division, coordinating day-to-day operations and providing assistance and management of special projects in the department/division. This position may also assist with accreditation projects as needed.
Responsibilities:
- Support team of physicians and administrative leadership and department/division as needed.
- 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).
- Maintain and renew all of divisions/departments memberships to societies and journal subscriptions.
- Maintain and update several databases. Heavy data entry required.
- Maintain confidential files: including patient information.
- Prepare purchase orders and request payments for invoices related to publications and manuscript printing, and other office and departmental supplies
- Assist physicians 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.
- Assist with marketing initiatives and department/divisional mailings.
- Assists with creation of new marketing materials
- Liaison with Practice offices including inpatient and outpatients suite, at all sites
- Assists department/division with onboarding faculty and other staff
- General administrative tasks as requested.
- Assist with preparation and documentation of program requirements for accreditation programs.
- Coordination of projects associated with department/divisional section as needed.
- Perform other duties as assigned.
Qualifications/Requirements:
Experience: Minimum of one year of healthcare program coordination experience, required
Education: Bachelor’s degree from an accredited institution, required. Equivalent combination of experience and education may be substituted for degree requirement.
Licenses / Certifications: N/A
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
Special Requirements: N/A
