Job description

Title: Program Coordinator Job Code:

Reports to: Manager and above Salary Grade:
FLSA Status: Exempt Standard Workweek: 35
Salary range: $63,935.04 – $68,957.78

Position Summary:
We have an exciting Program Coordinator position within the Ronald O. Perelman Department of
Emergency Medicine’s Research Division. In this role, the successful candidate will work under the direction of the Assistant Director for Research to provide administrative support and coordination for the division. The Program Coordinator will be responsible for a multitude of programmatic and administrative activities including scheduling meetings, managing calendars, drafting and circulating agendas, taking minutes, setting up and maintaining organizational processes, assisting with federal and non-federal grant application components, preparing presentations and monthly reports for leadership, helping manage internal and external communications regarding division activities, assisting with financial transactions and more.

Principal Responsibilities:

1. Demonstrates knowledge of the organization’s Core Values and incorporates them into the performance of duties.

2. Project/Program coordination – Provides moderate to advanced coordination for

Project/Program activities to manager that includes but not limited to: coordination of
Project/Programs while working with internal and external parties to organize and coordinate the various components needed to initiate, run and conclude Project/Programs activities. Might evaluate and make recommendations based on analyses, observation and or feedback. Develops
Project/Program schedules, oversee Project/Program purchase requisitions, travel reimbursements and invoice payments. Assists in developing departmental plans, goals, objectives, policies and procedures. Makes recommendations for improvement in administrative process.

3. Reports – Prepares and reviews documents independently and generates status/progress reports for ongoing and pending Project/Programs. Plans, arranges, outlines and drafts letters, memos, agendas, presentations and reports. Reviews, edits and obtains appropriate approvals. Responds to more complex correspondence and refers the more complex issues with recommendation to manager. Follows protocols as defined by the grant and institution’s policies and procedures.

4. Research Activities – Gathers and collects data from different parties and presents findings and preliminary analysis as applicable. Researches problems, issues and concerns and responds to requests for information. Develops materials and presentations for training and educational sessions, divisional seminars and other activities.

5. Grants – Assists in grants related activities such as developing components of grants applications, letters of support, biosketches, Other Support documentation, and fundraising activities if applicable. Collects and organizes required paperwork for submission if required for grants and IRB applications. Follows up and coordinates resolution of all issues.

6. Project/Program Support - Assists with onboarding and training of clerical staff, assistants, and volunteers for the Project/Program/department. Reviews workflow and recommends improvement if applicable to ensure appropriate cycle times and efficiency.

7. Scheduling & Coordinating – Organizes and coordinates schedules, activities and special events.

Coordinates conference preparation activities (checking and coordinating the logistics and technical

support, making food and beverage arrangements, etc) and other related activities. May assist in special events planning.

8. Participates in special Project/Programs and performs other duties as required.

Minimum Qualifications:

1. Bachelor degree or equivalent in business administration, health care administration or related field.

2. Two years of experience coordinating Project/Programs or programs or an equivalent combination of education and experience.

3. Proficiency in using various Microsoft Office applications such as World, Excel, Access, Power Point and Outlook. Familiar with Internet applications.

4. Effective oral, written, communication, and interpersonal skills.

5. Ability to interface effectively with all levels of management and must work and communicate effectively with both internal and external customers. Ability to work within a team environment as well as independently.

6. Time management skills and ability to work well under pressure.

7. Ability to Project/Program manage and to multi task while paying attention to details.

Preferred Qualifications:

Working Conditions/Physical Demands:
Business Office Setting.

Job Type: Full-time

Pay: $63,935.00 - $68,957.00 per year

Benefits:

• Health insurance

Schedule:

• 8 hour shift

Ability to commute/relocate:

• New York, NY 10016: Reliably commute or planning to relocate before starting work (Required)

License/Certification:

• Driver's License (Preferred)

Work Location: Hybrid remote in New York, NY 10016

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