Program Coordinator

Veterans in Healthcare; Boston (MA); On-site; USD 49,000 - 65,000; Full time

Job summary

Beth Israel Deaconess Medical Center in Boston, MA is seeking a Program Coordinator to oversee clinical programs within the Movement Disorders Division. You will coordinate the IDC, organize the PD symposium, CME courses, and WellnessWorks programs, and maintain program records and surveys.

You will work with a multidisciplinary team, market the programs with flyers, and ensure enrollment, registration, and payment processes are efficient. Strong Excel and interpersonal skills are essential.

Qualifications

• High School Diploma required; Associate's degree preferred.
• 1–3 years of related work experience required.
• Advanced skills with Microsoft applications (Outlook, Word, Excel, PowerPoint, Access) and other web-based tools.
• May produce complex documents, perform analysis and maintain databases.

Responsibilities

• Implements and coordinates administrative procedures, processes, services and systems for the assigned program.
• Trains other staff in proper methods and procedures to ensure the accuracy and quality of work.
• Provides administrative support to staff in assigned program areas.
• Schedules and prepares materials for appointments, meetings and special events.
• Coordinates program correspondence, calendars, projects and travel arrangements as needed.
• Ensures that staff are informed, and supplies and equipment are available.
• Develops, maintains and oversees program databases. Compiles data; prepares, summarizes and distributes regular and ad hoc reports.
• Coordinates, tracks and monitors program expenses, invoices and billing with appropriate cost centers and budget.
• Monitors and evaluates the effectiveness of the program administration.
• Collaborates with program leadership and members to identify other program needs. Recommends and implements modifications to improve effectiveness.
• Coordinates and oversees preparation for compliance with BIDMC policies and procedures as well as other external regulatory agencies.
• Maintains accurate records for compliance. Participates in quality improvement projects.

Skills

Written communications

Oral communications

Teamwork

Customer service

Education

High School Diploma

Associate's degree

Tools

Outlook

Word

Excel

PowerPoint

Access

Job description

Beth Israel Deaconess Medical Center
330 Brookline Avenue, Boston, MA 02215

Program Coordinator

Boston, MA

• Beth Israel Deaconess Medical Center
• Full-time
• Day

When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives.

This position oversees the various clinical programs within the Movement Disorders Division at BIDMC. This includes help in coordinating our monthly “interdisciplinary clinic” (IDC), which allows patients to see multiple subspecialists in one day. They also will help to organize our annual Parkinson’s disease (PD) patient and carepartner symposium, including scheduling and submitting applications to obtain financial support for this educational program. They also will help to organize our annual Movement Disorders CME course, which provides clinical education for healthcare providers. They additional will help to coordinate our WellnessWorks programs, which is an umbrella program that provides exercise and educational opportunities for individuals with PD and their family members. BIDMC has a well-renowned PD Center of Excellence. WellnessWorks includes multiple special programs, such as, “Calling All Artists”, which brings together artists with PD for education and support. The exercise programs under WellnessWorks include Rock Steady Boxing, Tai Chi, Yoga, and more. Education and support programs include an orientation program, “Learn the Ropes”, a group for women with PD, and programs geared towards adult children whose parents have PD. Responsibilities for this Movement Disorders Program Coordinator include regular communication with healthcare providers at BIDMC and with patients and instructors, in addition to maintaining enrollment, registration, and payment for the various above-described programs. The position involves participation in a multi-disciplinary team, as well as designing flyers to market the programs, and maintaining and analyzing systematized records of participant surveys. Qualified candidates will be able to be work creatively, independently, problem solve, advocate for patients, and multi-task, as well as having proficiency in Microsoft Excel, attention to detail, and exemplary interpersonal communication skills.

Job Description:

Essential Responsibilities:

• Implements and coordinates administrative procedures, processes, services and systems for the assigned program.
• Trains other staff in proper methods and procedures to ensure the accuracy and quality of work.
• Provides administrative support to staff in assigned program areas.
• Schedules and prepares materials for appointments, meetings and special events.
• Coordinates program correspondence, calendars, projects and travel arrangements as needed.
• Ensures that staff are informed, and supplies and equipment are available.
• Develops, maintains and oversees program databases. Compiles data; prepares, summarizes and distributes regular and ad hoc reports.
• Coordinates, tracks and monitors program expenses, invoices and billing with appropriate cost centers and budget.
• Monitors and evaluates the effectiveness of the program administration.
• Collaborates with program leadership and members to identify other program needs. Recommends and implements modifications to improve effectiveness.
• Coordinates and oversees preparation for compliance with BIDMC policies and procedures as well as other external regulatory agencies.
• Maintains accurate records for compliance. Participates in quality improvement projects.

Required Qualifications:

• High School Diploma required; Associate's degree preferred.
• Minimum of 1-3 years of related work experience required.
• Advanced skills with Microsoft applications which may include Outlook, Word, Excel, PowerPoint or Access and other web-based applications.
• May produce complex documents, perform analysis and maintain databases.

Competencies:

Written Communications: Ability to communicate clearly and effectively in written English with internal and external customers.

Oral Communications: Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families and external customers.

Knowledge: Ability to demonstrate full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations.

Team Work: Ability to work collaboratively in small teams to improve the operations of immediate work group by offering ideas, identifying issues, and respecting team members.

Customer Service: Ability to provide a high level of customer service to patients, visitors, staff and external customers in a professional, service-oriented, respectful manner using skills in active listening and problem solving. Ability to remain calm in stressful situations.

Age based Competencies: Employees in this job must be competent to provide patient care to the following age groups: Young adult: 16-30 years, Middle Age: 30 – 60 years, Elderly: 60 -.

Physical Nature of the Job: Sedentary work: Exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects. Sitting most of the time, with walking and standing required only occasionally.

Pay Range: $23.63 – $31.16 The pay range listed for this position is the base hourly wage range the organization reasonably and in good faith expects to pay for this position at this time. Actual compensation is determined based on several factors, that may include seniority, education, training, relevant experience, relevant certifications, geography of work location, job responsibilities, or other applicable factors permissible by law. Compensation may exceed the base hourly rate depending on shift differentials, call pay, premium pay, overtime pay, and other additional pay practices, as applicable to the position and in accordance with the law.

As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) as a condition of employment.

Equal Opportunity Employer/Veterans/Disabled

If you need an accommodation for any part of the application process because of a medical condition or disability, please send an email to [e-mail] to let us know the nature of your request.

Read our full Equal Employment Opportunity (EEO) Policy here.

Job details

• Employment: Full-time
• Hours/Week: 40
• Shift: Day
• Category: Administrative & Clerical
• Pay Range: $23.63 - $31.16
• FLSA: Non-Exempt
• Req ID: JR100735

Our Locations:
Addison Gilbert Hospital
Anna Jaques Hospital
BayRidge Hospital
Beth Israel Deaconess Hospital—Milton
Beth Israel Deaconess Hospital—Needham
Beth Israel Deaconess Hospital—Plymouth
Beth Israel Deaconess Medical Center Beverly Hospital
BILH At Home
BILH Behavioral Services
BILH Performance Network
Core Physicians
Exeter Hospital
Joslin Diabetes Center
Lahey Clinic
Lahey Clinic, Peabody
Mount Auburn Hospital
New England Baptist Hospital
BILH Primary Care
The Herrick House
Winchester Hospital