Program Coordinator

NYU Langone Hospitals; New York (NY); On-site; USD 66,000 - 70,000; Full time

Job summary

NYU Langone Health's NYU Grossman School of Medicine seeks a Program Coordinator to lead administrative operations for three psychology training programs. You will report to Education Administration and manage scheduling, logistics, budgets, and coordination with faculty and trainees.

The role emphasizes process improvement, accreditation support, records management, recruitment and onboarding, evaluations, events, and meetings in a fast-paced academic medical environment.

Qualifications

• Bachelor's degree or equivalent in business administration, health care administration or related field.
• Proficiency with Word, Excel, Access, PowerPoint and Outlook.
• Effective oral, written communication and interpersonal skills.
• Ability to interface with all levels of management and external customers.

Responsibilities

• Lead administrative operations for psychology training programs: externship, internship and postdoctoral.
• Serve as liaison between faculty and trainees, resolving issues and escalating when needed.
• Schedule and manage training sessions and related logistics.
• Coordinate room reservations, catering and equipment needs.
• Own reimbursement processing and trainee budget tracking.
• Monitor trainee schedules, attendance and rotations; resolve conflicts.
• Support trainee wellness initiatives and collect metrics for program improvements.
• Manage program accreditation documentation and reporting.

Skills

Microsoft Office

Communication

Interpersonal skills

Teamwork

Education

Bachelor's degree or equivalent in business administration or health care administration

Tools

Word

Excel

Access

PowerPoint

Outlook

Job description

NYU Grossman School of Medicine is one of the nation's top-ranked medical schools. For 175 years, NYU Grossman School of Medicine has trained thousands of physicians and scientists who have helped to shape the course of medical history and enrich the lives of countless people. An integral part of NYU Langone Health, the Grossman School of Medicine at its core is committed to improving the human condition through medical education, scientific research, and direct patient care. At NYU Langone Health, equity and inclusion are fundamental values. We strive to be a place where our exceptionally talented faculty, staff, and students of all identities can thrive. We embrace inclusion and individual skills, ideas, and knowledge. For more information, go to med.nyu.edu, and interact with us on LinkedIn, Glassdoor, Indeed, Facebook, X and Instagram.

Position Summary

Reporting to the Director of Education Administration, and partnering closely with the Director of Psychology Training, the lead of the Psychology Externship Program, and the Vice Chair for Education, the Program Coordinator serves as the operational lead for all administrative operations and strategic initiatives for the Education team, exercising independent judgment to manage competing priorities and drive process improvements across three training programs the externship, internship, and clinical postdoctoral programs with limited oversight.

Job Responsibilities

Psychology Training Support

1. Workflow
   1. Provide administrative oversight for the psychology training programs: maintaining regular communication with psychology trainees (externs, interns and postdocs), training faculty, Director of Psychology Training, lead of psychology training, the Director of Education Administration, and the Vice Chair for Education.
   2. Serves as the primary liaison between faculty and trainees, resolving day-to-day issues independently and escalating to the Director of Psychology Training as needed.
   3. Schedules and manages regular training sessions for psychology trainees related to their program (e.g. EPIC training, summer didactic series, and Intern Seminar).
   4. Coordinates all logistics including room reservations and catering, as appropriate for regularly scheduled training events.
   5. Serves as point of contact with Bellevue and NYU stakeholders to secure equipment and resources required by the training program.
   6. Owns end-to-end reimbursement processing and trainee budget tracking, flagging discrepancies and trends to leadership.
   7. Monitors and manages trainee schedules and attendance across rotations and didactics, proactively identifying and resolving conflicts.
   8. Leads planning and execution of trainee wellness initiatives and tracks associated metrics to inform program improvements.
2. Program Accreditation
   1. Manages and provides updates to program leaders on APPIC and institutional training requirements and reporting.
   2. Leads implementation of training program changes and evaluates their impact to drive continuous improvement.
   3. Owns and proactively maintains all documentation required for periodic program accreditation applications.
   4. Owns and maintains the Program Manual and all associated policy and procedure documentation, ensuring accuracy and ongoing compliance.
3. Record Keeping
   1. Maintains comprehensive records on trainees and graduates and prepares program statistics and reporting for DCAP, NYU Langone School of Medicine, and national accrediting organizations.
   2. Partners with the Director of Education Administration and the Director of Psychology Training to monitor psychology training budgets and flag variances.
   3. Maintain the psychology shared drive and onedrive accounts.
   4. Partners with Clinical Mission Staff and the Director of Psychology Training to track and report on trainee productivity.
4. Psychology Trainee Recruitment and onboarding
   1. Serves as the primary point of contact for prospective applicants to the externship, internship, and postdoctoral programs, managing all telephone and written correspondence.
   2. Leads planning and execution of annual interview days, coordinating faculty schedules, applicant logistics, and day-of operations.
   3. Designs and leads execution of the annual orientation week program.
   4. Update recruitment materials, as needed.
   5. Leads the annual onboarding and credentialing process for new trainees and provides credential verification for graduates, as needed.
   6. Serves as liaison with the state office of the professions for limited practice permitting for psychology postdocs.
5. Evaluation Programs
   1. Administers and analyzes periodic evaluations of faculty, trainees, and the training program, using results to inform program improvements.
   2. Partners with the Training Director to ensure full completion of all evaluations by trainees and faculty.
6. Events and Conferences
   1. Leads planning and execution of annual departmental events for psychology trainees, including orientation, graduation, and the ABCT reception.
7. Meetings
   1. Leads regularly scheduled education and psychology training meetings, setting agendas, driving follow-up on action items, and overseeing distribution of minutes.
8. Partners with the Social Work Program Coordinator to integrate social work trainees and supervisors into psychology programming.

Education Research Support

• Attend the Education team research meetings and participate in research related activities.
• Supports recruitment of research subjects, executes research protocols, and manages participant payments.

Performs other duties as assigned

Minimum Qualifications

To qualify you must have a Bachelor's degree or equivalent in business administration, health care administration or related field or an equivalent combination of education and relevant experience. Proficiency in using various Microsoft Office applications such as Word, Excel, Access, PowerPoint and Outlook. Familiar with Internet applications. Effective oral, written, communication, interpersonal skills. Ability to interface effectively with all levels of management and must work and communicate effectively with both internal and external customers. Ability to work within a team environment as well as independently. Time management skills and ability to work well under pressure. Ability to Project/Program manage and to multitask while paying attention to details.

Preferred Qualifications

Project/Program management experience preferred.

Qualified candidates must be able to effectively communicate with all levels of the organization.

NYU Grossman School of Medicine provides its staff with far more than just a place to work. Rather, we are an institution you can be proud of, an institution where you'll feel good about devoting your time and your talents. At NYU Langone Health, we are committed to supporting our workforce and their loved ones with a comprehensive benefits and wellness package. Our offerings provide a robust support system for any stage of life, whether it's developing your career, starting a family, or saving for retirement. The support employees receive goes beyond a standard benefit offering, where employees have access to financial security benefits, a generous time-off program and employee resources groups for peer support. Additionally, all employees have access to our holistic employee wellness program, which focuses on seven key areas of well-being: physical, mental, nutritional, sleep, social, financial, and preventive care. The benefits and wellness package is designed to allow you to focus on what truly matters. Join us and experience the extensive resources and services designed to enhance your overall quality of life for you and your family.

NYU Grossman School of Medicine is an equal opportunity employer and committed to inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration. We require applications to be completed online.

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NYU Langone Health provides a salary range to comply with the New York state Law on Salary Transparency in Job Advertisements. The salary range for the role is $66,300.00 - $70,000.00 Annually. Actual salaries depend on a variety of factors, including experience, specialty, education, and hospital need. The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits.

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