Healthcare Program Administrator

1 week ago

Valhalla, United States Westchester Medical Center Full time

Position Overview: The Program Coordinator plays a pivotal role in overseeing accreditation initiatives related to breast and rectal cancer, alongside managing the daily functions and special projects within the surgical department.

Key Responsibilities:

  • Oversee a comprehensive calendar, organizing all meetings and appointments across various platforms.
  • Facilitate travel arrangements, including registration, abstract submissions, and accommodations for both domestic and international travel.
  • Track and manage expenses related to grants, royalty accounts, and retention funds.
  • Independently update training grant records as necessary.
  • Support the preparation of grant applications and monitor funding outcomes.
  • Prepare manuscripts for submission and ensure proper uploading to relevant databases.
  • Coordinate editorial responsibilities for journals, including the distribution of new manuscripts to reviewers and timely communication with authors regarding manuscript decisions.
  • Manage the creation and organization of letters of reference and recommendations, ensuring all deadlines are adhered to.
  • Maintain and renew memberships for the Chiefs in various professional societies and journal subscriptions.
  • Update and manage several databases, including Endnote.
  • Safeguard confidential files, particularly those containing patient information.
  • Prepare purchase orders and process payments for invoices related to publications and manuscript production.
  • Assist Chiefs with society memberships and the preparation of presentations, including posters and PowerPoint slides, while coordinating logistics for monthly dinners.
  • Support the development of lectures, manuscripts, abstracts, and editorial submissions.
  • Perform additional duties as assigned.
  • Act as a liaison with practice offices, including the surgical suite and cancer center.
  • Assist in the administration of the International Research Fellowship program.
  • Support the onboarding of medical students for research projects as required.
  • Handle general administrative tasks for the Department of Surgery as requested.
  • Attend and coordinate tumor board meetings, collaborating closely with the Tumor Board Coordinator, documenting minutes, and ensuring their transfer to the Rectal Cancer Multidisciplinary Team meetings.
  • Develop expertise in accreditation program requirements.
  • Assist in the coordination of breast tumor board meetings.
  • Support the preparation and documentation of requirements for breast cancer accreditation programs.
  • Coordinate projects related to the Breast Cancer program as necessary.

Qualifications:

Experience: A minimum of one year in healthcare program coordination is required.

Education: A Bachelor’s degree from an accredited institution is mandatory, or an equivalent combination of experience and education may be considered.

Licenses / Certifications:

Skills: Proficiency in advanced office software, including Excel and PowerPoint, is essential. The ability to multitask and demonstrate initiative is crucial. Excellent written and verbal communication skills, attention to detail, and a strong command of language and grammar are required. Professionalism and a positive demeanor are expected at all times, along with adaptability in a dynamic work environment with competing priorities. Prior experience in a medical setting, particularly within an academic hospital, is preferred.

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