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 breast and rectal cancer 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 registration, 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 the 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 request payment for invoices related to publications and manuscript printing.
• Assist Chiefs with society memberships (including New York Surgical Society and New York Colorectal Surgical Society); 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, including the surgery suite and Cancer Center.
• 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 tumor board meetings every Monday, beginning at 7:00 am.
• Coordination of tumor board meetings, while working closely with the Tumor Board Coordinator, meeting minutes, and the transfer of these minutes to the required Rectal Cancer Multidisciplinary Team meetings.
• The ability to become an expert in the knowledge of these accreditation programs.
• Assistance with coordination of breast tumor board meetings.
• Assist with preparation and documentation of program requirements for breast cancer accreditation programs.
• Coordination of projects associated with the Breast Cancer program as needed.

Qualifications/Requirements:

Experience: Minimum of one year of health care program coordination 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.

Licenses / Certifications:

Other: Advanced Office, Excel and PowerPoint is a must for this position. The ability to multitask and take initiative is a must. Excellent written and oral communications skills, including an eye for detail and command of language and grammar. Should exude professionalism and a 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