The Program Coordinator reflects the mission, vision, and values of NM, adheres to the organization’s Code of Ethics and Corporate Compliance Program, and complies with all relevant policies, procedures, guidelines and all other regulatory and accreditation standards.
Responsibilities:
- Participates in preparing program’s budget, creates and monitors budget statements, assists in designing reports.
- Monitors budget and general ledger detail for accuracy; identifies variances and reports them to the department leadership; has a complete understanding of the department and company financial policies; creates purchase orders; and processes invoices for payment against purchase order or general expense reimbursement.
- Research and develop internal and external communications including presentations, speaking points, correspondence and other written materials.
- Participates in meetings, performs interpretation if necessary.
- Represents the department, program or project with various level of personnel both internally and externally.
- Responds to unanticipated complex issues and manages critical and confidential information.
- Receives, screens, distributes or files all incoming correspondence and other mail.
- Maintains a sufficient inventory of all office supplies and printed forms.
- Provides calendar management support for the department leadership; facilitates and schedules meetings; books meeting rooms; arranges for catering; confirms attendance; and supports in preparation and distribution of materials as necessary.
- Coordinates large scale complex events, involving multiple parties, including foreign guests.
- Maintains program vacation and sick day calendar to maintain accurate scheduling of physicians on call.
- Assists the department leadership in maintaining department personnel files and mandatory certification/licensure lists and tracks staff continuing education requests.
- Participates in creating department’s targets, preparing job descriptions, screening resumes.
- Assists in creating professional education development plans.
- Follows up with department staff, to make sure deadlines are kept.
- Utilizes advanced Microsoft Office applications to design and lay-out presentations and reports.
- Administers and tracks expenses and allocates them to appropriate account.
- Maintains procedure manuals; ensures appropriate communication to staff of changes in procedures.
- Communicates (verbal and written) with a wide range of departments, employees, vendors, and physicians; and serves as a liaison on behalf of the department leadership to foster strong working relationships.
- Processes request for new employee office space, passwords, office supplies, phone and voicemail, mail delivery and other resources as needed.
- Overseas creation, design and maintenance of website and blog content ensuring ease and practicality of use for targeted audience.
- Helps in collecting feedback from clients and physicians and implementing it.
- Creates, writes, edits and posts articles, news, and program summaries to website.
- Ensures all contents and contact information are up to date.
- Participation in creating Marketing strategies.
- Prepares and drafts ads as well as assists in collecting materials on media and publications.
- Manages telephone operations; answers, screens, and directs telephone calls.
Additional Functions
- May support additional projects as requested.
- Other duties as assigned.
ADDENDUM:
The program coordinator for the NHN Office of Advanced Practice supports the activities and initiatives related to APP professional development, continuing education, APP onboarding, and pipeline programs such as APP Fellowships, Pre PA internships, student experience coordination and APP recognition events and activities as directed by the NHN APP Director of Professional Practice and Development.
Responsibilities:
- Day One Orientation: In close partnership with APP leaders, coordinates all aspects of the APP orientation programs.
- Coordinates with other departments to ensure an efficient onboarding process for new APPs, develops and maintains slides, rosters and databases, communicates with new hires/managers, orders supplies, takes attendance, room reservation, etc
- Coordinates APP Fellowships and APP Pipeline Programs/Student Experiences:
- Collaborates with the APP leaders to communicate open fellowship positions to NM nursing/NU PA program, coordinate interviews, coordinate rotation schedules, maintains timeline oversight for fellows, assist with collecting preceptor/rotation/fellow feedback and assuring accurate records
- Coordinates the student experiences: creation of NM accounts, ID badges, attendance to orientation, assignment on learning modules, collection of required records, maintains accurate records of student placement and employment status, and communication with schools and clinical leaders
- Facilitates creation and updating of education affiliation agreements in collaboration with Profess Development Program Managers for NMH/NMG
- Coordinates all APP shadowing/observation experiences
- Supports coordination of the Pre PA summer and gap year internship programs
- Supports all APP Employee recognition initiatives:
- For example: APP Excellence Award nominations, APP Week activities, Physician Excellence in Collaboration recognition, and other recognition events as required
- Supports all APP Leadership Committee and Subcommittee work
- Coordinates various communications to APPS
- NHN APP Newsletter
- Supports and maintains APP distribution lists
- APP website
- Runs reports and pulls existing metrics related to APP program
Required Skills:
- Demonstrated proficiency in Excel, Word and Power Point
- Demonstrated organizational and problem solving skills, excellent oral and written communication skills, strong interpersonal skills and ability to effectively establish and maintain working relationships with peers and constituents at all levels of the organization.
- Critical thinker/ takes initiative
Preferred:
- Knowledge of DMAIC process, or willingness to learn
- Demonstrated executive admin and/or project management experience
- Healthcare experience