Program Support Specialist Confidential

University Hospital; Newark (NJ); On-site; USD 63,000 - 95,000; Full time

Benefits offered by this job

Medical coverage

Dental & Vision Insurance

HSA & FSA

Disability insurance

Pension plan

Pet insurance

EAP

Professional development

Job summary

University Hospital seeks a Program Support Specialist to coordinate administrative duties for the Medical Staff Affairs and Education Office, supporting residents, fellows, students, interns, externs, and shadowing practitioners who rotate through or observe at the hospital.

Under the Director, you will collect, track, verify, and maintain files, manage onboarding/offboarding, guest accounts, HealthStream, clearances, and ID badges, and coordinate shadowing practitioner approvals through to the

Qualifications

• Bachelor's degree in Business Administration or related field is required, plus two years of progressively responsible administrative experience.
• House Staff or Medical Staff Office experience preferred.
• Proficiency in Microsoft Access, Excel, Word, and Outlook preferred.
• Excellent interpersonal and communication skills required.
• Demonstrated ability to plan, organize, and manage projects effectively.

Responsibilities

• Provide administrative and operational support for the daily functions of the Medical Staff Affairs and Education Office.
• Coordinate activities related to residents, fellows, medical students, interns, externs, and shadowing practitioners rotating through or observing at University Hospital.
• Serve as the primary liaison between University Hospital and key partners, including Rutgers NJMS GME Office, NJMS Office of Student Affairs, Careers in Medicine Program, Chief of Service offices, Training Program Directors, and house staff and faculty.
• Collect, track, monitor, verify, and maintain records and documentation for residents, students, interns, externs, and shadowing practitioners.
• Manage onboarding and offboarding processes for incoming and outgoing rotators, including guest account setup/deactivation, HealthStream assignments, clearance processing, and ID badge coordination.
• Review applications and coordinate clearance requirements for shadowing practitioners.
• Facilitate the approval process through final review and authorization by the Chief Medical Officer.
• Ensure compliance with institutional requirements and maintain confidential records.

Skills

Interpersonal communication

Time management

Organizational skills

Project coordination

MS Office proficiency

Education

Bachelor's degree in Business Administration

Tools

Microsoft Access

Microsoft Excel

Microsoft Word

Microsoft Outlook

Job description

About The Role

The primary purpose of the Program Support Specialist Confidential is to coordinate and provide administrative support for the day-to-day activities of the Medical Staff Affairs and Education Office as it relates to the residents, fellows, students, interns, and shadowing practitioners that rotate through or observe at University Hospital. This position serves as the liaison between University Hospital and the Rutgers NJMS Graduate Medical Education Office, the NJMS Office of Student Affairs, the Careers in Medicine Program, the Chief of Service offices, the training program Directors, and house staff and faculty. Under the direction of the Director, this position collects, monitors, tracks, prepares, verifies and maintains files for residents, students, externs, interns, and shadowing practitioners, including administering guest account, HealthStream, clearance, ID badge, and offboarding processes for incoming and outgoing rotators, and application review and clearance for shadowing practitioners through to Chief Medical Officer approval.

What You’ll Do

• Provide administrative and operational support for the daily functions of the Medical Staff Affairs and Education Office.
• Coordinate activities related to residents, fellows, medical students, interns, externs, and shadowing practitioners rotating through or observing at University Hospital.
• Serve as the primary liaison between University Hospital and key partners, including:
  • Rutgers NJMS Graduate Medical Education Office
  • NJMS Office of Student Affairs
  • Careers in Medicine Program
  • Chief of Service offices
  • Training Program Directors
  • House staff and faculty
• Collect, track, monitor, verify, and maintain records and documentation for residents, students, interns, externs, and shadowing practitioners.
• Manage onboarding and offboarding processes for incoming and outgoing rotators, including:
  • Guest account setup and deactivation
  • HealthStream assignments and tracking
  • Clearance processing
  • ID badge coordination
• Review applications and coordinate clearance requirements for shadowing practitioners.
• Facilitate the approval process for shadowing practitioners through final review and authorization by the Chief Medical Officer.
• Ensure compliance with institutional requirements and maintain accurate, confidential records under the direction of the Director.

Qualifications

What You’ll Bring

• Bachelor’s degree in Business Administration or a related field required, plus two (2) years of progressively responsible administrative experience.
• House Staff or Medical Staff Office experience preferred.
• Proficiency in Microsoft Access, Excel, Word, and Outlook preferred.
• Excellent interpersonal and communication skills required.
• Demonstrated ability to plan, organize, and manage projects effectively.
• Previous related experience is a plus.
• Additional related experience may be substituted for the degree on a year-for-year basis.

What We Offer

• Medical & Prescription Drug Coverage
• Dental & Vision Insurance
• Health Savings Account (HSA) & Flexible Spending Account (FSA)
• Short- & Long-Term Disability Insurance
• Pension Plan
• Pet Insurance
• Employee Assistance Program (EAP)
• Professional Development

Compensation

In compliance with New Jersey’s Pay Transparency Act, the salary range for this position is YS/22S:$63,239 - $81,487- $94,738 per year per year. University Hospital considers multiple factors when determining compensation, including (but not limited to) the scope and responsibilities of the position, the candidate’s relevant work experience, education and training, key skills, internal equity, market data, and organizational needs. The expected salary range for this position is in accordance with the New Jersey Pay Transparency Law; final compensation will be commensurate with experience and qualifications.

About Us

University Hospital is one of the nation’s leading academic medical centers. As the principal teaching affiliate of Rutgers New Jersey Medical School and the only state-certified Level 1 Trauma Center in Northern New Jersey, University Hospital is training the next generation of physicians and advancing science to discovery while taking exceptional care of patients, regardless of their financial situation.

We encourage candidates from all backgrounds to apply. If you want to grow your career in healthcare while serving a vibrant community, we’d love to meet you.