Program Manager - Department of Surgery

Dartmouth-Hitchcock; Lebanon (NH); On-site; USD 50,000 - 80,000; Full time

Job summary

An established healthcare organization is seeking a Program Manager to oversee administrative operations within the Department of Surgery. This pivotal role involves providing high-level support to the Chair and Director, managing schedules, coordinating meetings, and ensuring effective communication across teams. The ideal candidate will possess strong organizational skills and a solid understanding of financial management, enabling them to monitor budgets and assist in financial planning. Join a collaborative environment where your contributions will enhance programmatic initiatives and support the delivery of exceptional healthcare services.

Qualifications

• 5 years of experience supporting an executive or comparable level position.
• Proficiency in Microsoft Office Suite is essential.
• Strong organizational and time management skills.

Responsibilities

• Manage the schedule and correspondence for the Chair of Surgery.
• Monitor program budgets and assist in financial planning.
• Coordinate meetings and prepare necessary materials.

Skills

Microsoft Office Suite

Organizational Skills

Time Management

Financial Management

Communication Skills

Education

Associate's Degree

Bachelor's Degree (Preferred)

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Overview

The Program Manager is responsible for all administrative functions necessary to support the administrative operations of the Department of Surgery, the Surgery Service Line, and the Department Chair/ Senior Vice President of the Surgery Service Line and Administrative Director. The Program Manager must provide high-level administrative support, coordination, program management, and financial oversight. This role involves assisting the Chair and Director in their daily activities, supporting programmatic initiatives, and providingfinancial management for departmental programs.

Responsibilities

Executive Assistant and Program Management

Serve as the primary point of contact and gatekeeper for the Chair of Surgery and Director of Surgery managing their schedule, appointments, and correspondence.

Coordinate meetings, prepare agendas, and ensure all necessary materials are available in advance.

Collect and analyze data, and provide background information to support decision-making.

Draft, edit, and proofread documents, including correspondence, reports, and presentations.

Maintain organized filing systems for both electronic and hard copy documents related to the functions of the Department of Surgery and Surgery Service Line.

Assist in the coordination of faculty searches and related HR processes, including academic appointments at the Geisel School of Medicine at Dartmouth.

Collaborate with Program Coordinator and Administrative Director to support programmatic and clinical activities seamlessly.

Track program timelines, milestones, and deliverables, ensuring timely completion.

Compile program-related data, reports, and presentations, providing accurate and up-to-date information.

Contribute to the organization and maintenance of program files, manuals, and databases.

Act as a liaison between the Chair, program stakeholders, and internal/external partners to advance the Department of Surgery

Support the implementation and enhancement of program processes and procedures.

Assist in program-related event planning, logistics, and coordination.

Maintain confidentiality and handle sensitive information with discretion.

Financial Management and Program Support

Monitor program budgets and expenditures, ensuring compliance with funding restrictions and guidelines.

Assist in the preparation of programmatic budget proposals, funding requests, and financial projections.

Collaborate with relevant stakeholders to gather financial data and ensure accurate budgeting for program activities.

Provide financial analysis and reporting to support program decision-making and resource allocation.

Assist in the development of financial sustainability strategies for program initiatives.

Support the Chair and program leaders in financial planning and forecasting.

Collaborate with finance and accounting teams to ensure accurate financial records and reporting for the Chair and the Department of Surgery functions.

Process invoices and financial transactions related to program activities.

Assist in grant management, including tracking deadlines, reporting requirements, and budget compliance for program grants (e.g., department awards).

Stay updated on relevant financial regulations, policies, and best practices related to program funding.

General Responsibilities

Work closely with the administrative team to ensure effective coordination and communication within the department.

Coordinate travel arrangements, including bookings, accommodations, and itineraries.

Provide backup support and coverage for other team members when necessary, including supervision of the Program Coordinator.

Stay updated on relevant policies, procedures, and regulations.

Utilize various software applications and technology tools to enhance administrative, programmatic, and financial tasks.

Identify opportunities for process improvement and suggest innovative solutions.

Continuously develop professional knowledge and skills through training and professional development opportunities.

Perform additional duties as required or assigned.

Qualifications

• Associate's degree with 5 years of experience, including at least 2 years supporting an executive or comparable level position, or an equivalent combination of education and experience.
• Bachelor's degree preferred.
• Proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint, and excellent written and verbal communication skills.
• Strong organizational and time management abilities, with the ability to handle multiple tasks and priorities.
• Attention to detail and the ability to work independently under minimal supervision.
• Familiarity with program coordination principles and practices is desirable.
• Basic understanding of financial management and budgeting.
• Demonstrated ability to work collaboratively in a team-oriented environment.

Required Licensure/Certifications

• None