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The Program Coordinator will provide administrative and program support to plan, implement and coordinate programs, events and educational activities, and to administer policies and procedures as well as office management.
The Program Coordinator is responsible for managing and maintaining the organization’s enterprise wide contract lifecycle management system. This involves tasks such as creating customizations to meet the organization's specific needs, managing user access and permissions, ensuring data accuracy and integrity, and providing training and support to users. They also help ensure that the system is set up properly, used effectively, and remains secure. As the organization's point person, they willy boost cross-department communication and efficiency by sharing best practices and collaborating with other stakeholders, such as legal and procurement teams. Focus includes Automation of Processes, Standardization, Improved Reporting, Real-time Monitoring, and Improved Data Quality. Additionally, the Project lead, based on expanding skill and expertise, will be tasked with supporting other platforms and financial tracking.
Minimum Education
High school or GED required.
Bachelor's degree in Degree in Research Administration, Business Administration, Finance, Hospital Management, or Healthcare Administration preferred.
Minimum Work Experience
3 years Experience in program administration involving academic, medical or research activities to acquire skills necessary to plan, coordinate and implement a variety of program activities and events (Required)
Required Skills/Knowledge
Excellent written and verbal communication skills.
Experienced in department budget and personnel administration and communication.
Computer Skills – Excel, Microsoft Word, Access, & PowerPoint
Functional Accountabilities
Safety
- Speak up when team members appear to exhibit unsafe behavior or performance
- Continuously validate and verify information needed for decision making or documentation
- Stop in the face of uncertainty and takes time to resolve the situation
- Demonstrate accurate, clear and timely verbal and written communication
- Actively promote safety for patients, families, visitors and co-workers
- Attend carefully to important details - practicing Stop, Think, Act and Review in order to self-check behavior and performance
Provide Operational Oversight
- Coordinate administrative tasks consistent with workload requirements and available resources.
- Participate in specified divisional operations and systems.
- Recommend and participate in development of new processes and systems to meet departmental needs.
- Train and mentor new investigators and research staff on processes; assist with determining work assignments, schedules and priorities; provide work guidance and oversee the activities of one or more processes.
- Maintain and process employee time cards and attendance records.
Manage Budget
- Participate in the development, monitoring, and reconciliation of operating and capital budgets; (e.g., budget variance and performance reports; budgetary
- Ensure availability of data for management decision making.
Committees and Meetings
- Coordinate the Activities of the Regulatory, faculty and staff meetings; prepare meeting documentation including teleconference; assign and distribute review material; draft minutes;
- Coordinate correspondence and maintain extensive filing system.
Administrative Support
- Serve as a liaison with internal departments, investigators, and external collaborators and investigators; prepare and proof complex administrative and contractual documents, correspondence, memoranda, letters, presentations and reports; provide support with project management activities.
- Assist with updates to the website, maintain mailing lists, file logs.
- Coordinate and schedule office appointments, meetings and conferences with other CNMC departments, investigators.
- Assist with other office duties as needed.
Organizational Accountabilities
Organizational Accountabilities (Staff)
Organizational Commitment/Identification
- Anticipate and responds to customer needs; follows up until needs are met
Teamwork/Communication
- Demonstrate collaborative and respectful behavior
- Partner with all team members to achieve goals
- Receptive to others’ ideas and opinions
Performance Improvement/Problem-solving
- Contribute to a positive work environment
- Demonstrate flexibility and willingness to change
- Identify opportunities to improve clinical and administrative processes
- Make appropriate decisions, using sound judgment
Cost Management/Financial Responsibility
- Use resources efficiently
- Search for less costly ways of doing things
Safety
- Speak up when team members appear to exhibit unsafe behavior or performance
- Continuously validate and verify information needed for decision making or documentation
- Stop in the face of uncertainty and takes time to resolve the situation
- Demonstrate accurate, clear and timely verbal and written communication
- Actively promote safety for patients, families, visitors and co-workers
- Attend carefully to important details - practicing Stop, Think, Act and Review in order to self-check behavior and performance
