Program Coordinator in Valhalla, New York at Westchester Medical Center

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 a heavy calendar; scheduling all meetings 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 a 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 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 membership, preparation and distribution of posters and PowerPoint 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 PowerPoint 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 departments and sections.

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 an equivalent combination of experience and education may be substituted for degree requirements.