Program Coordinator

Westchester Medical Center; Town of Mount Pleasant (NY); On-site; USD 55,000 - 85,000; Full time

Job summary

Westchester Medical Center is seeking a Program Coordinator, an advanced administrative role responsible for managing department and section accreditation projects as well as day‑to‑day operations and coordination of special projects in the department of surgery.

The position requires heavy calendar management, travel coordination (domestic and international), grant tracking, manuscript preparation, and collaboration with chiefs, journals, and teaching activities.

Qualifications

• Bachelor's degree required or an equivalent combination of experience and education.

Responsibilities

• Manage a heavy calendar; scheduling all meetings and appointments (both electronic and paper calendars).
• Coordinate travel, including registrations, abstracts, hotel, car and flight arrangements (domestic and international).
• Monitor all expenses for grants, royalty accounts, retention funds, etc.
• Update training grants tables as requested and assist with grant applications.
• Prepare manuscripts for submission and upload to databases; coordinate editor duties as needed.
• Handle letters of reference and recommendations, ensuring due dates are met.
• Maintain memberships to societies and journal subscriptions; manage Endnote databases.
• Assist Chiefs with society membership, poster preparation, and coordination of lectures and events.

Education

Bachelor's degree

Job description

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.