Program Coordinator

About the Role

NYU Grossman School of Medicine, an integral part of NYU Langone Health, is committed to improving the human condition through medical education, scientific research, and direct patient care. This role is responsible for providing basic to moderate range of Program coordination.

Key Responsibilities

• Promotes, coordinates and supports the development of research Program, including gathering, collecting and analyzing data.
• Facilitates the administration process of departmental activities, such as:
• Recruiting and on-boarding process.
• Maintaining records.
• Compiling and monitoring the master schedule for meetings.
• Grant application preparation and submission.
• Monitoring and developing budget.
• Organizing and coordinating seminars, training programs, and other related activities.
• Works directly with the Principal Investigator (PI), Building Operations, and Facilities Management to coordinate office and lab operations, including:
• Lab supply ordering, receiving, and reconciling.
• Inventory and equipment management.
• Payroll.
• Scheduling.
• Clinical and regulatory compliance.
• Refund and correspondence processing.
• Develops policies, procedures, and systems that promote productive and efficient administrative operations.
• Program coordination for Program activities, involving working with internal and external parties to organize and coordinate components needed to initiate, run, and conclude Program activities.
• Develops Program schedules, prepares, processes, and tracks Program-related purchase/supplies requisitions, reimbursements, expense reports, and related invoice payments.
• Independently prepares and reviews documents, and generates status/progress reports for ongoing and pending Project/Program/Programs, which may include moderate analysis of findings.
• Outlines agendas, plans and prepares presentations, and composes a variety of memos and letters.
• Reviews, edits, and obtains appropriate approvals for documents.
• Responds to routine correspondences and refers non-routine items to the appropriate party.
• Follows protocols as defined by the grant and Medical Centers policies and procedures.
• Gathers and collects data from different parties and presents findings as applicable for Research Activities.
• Researches problems, issues, and concerns and responds to requests for information.
• Assists in developing materials and presentations for training and educational sessions, departmental seminars, and other activities.
• May participate in grants-related activities such as developing grant applications/proposals and fundraising activities if applicable.
• Collects and organizes required paperwork for grant submission if required.
• Follows up and coordinates resolution of all grant-related issues.
• Manages NTV inquiries and completes the NTV Onboarding process, including:
• Reviewing candidate resumes.
• Assisting with recruitment and selection.
• Providing guidance on required documentation.
• Submitting NTV applications to Central HR.
• Monitoring progress.
• Completing onboarding submissions.
• Keeps management informed by reviewing and analyzing NTV requests, summarizing NTV submissions, and identifying trends.
• Assists in the recruitment, hiring, and training of clerical staff, assistants, trainees, and volunteers for the program.
• Reviews workflow and may recommend improvements to ensure appropriate cycle times and efficiency.
• Organizes and coordinates schedules, activities, and special events.
• Coordinates conference preparation activities, including logistics, technical support, and food and beverage arrangements.
• May assist in special events planning.
• Participates in special Programs and performs other duties as required.

Requirements & Tech Stack

• Microsoft Office Suite (Word, Excel, Access, PowerPoint, Outlook)
• Internet applications

Qualifications

• Bachelor's degree or equivalent in business administration, health care administration or related field, or an equivalent combination of education and relevant experience.
• Proficiency in using various Microsoft Office applications.
• Familiar with Internet applications.
• Effective oral, written, communication, and interpersonal skills.
• Ability to interface effectively with all levels of management.
• Ability to work and communicate effectively with both internal and external customers.
• Ability to work within a team environment as well as independently.
• Time management skills.
• Ability to work well under pressure.
• Ability to Project/Program manage.
• Ability to multi-task while paying attention to details.
• Master's degree (Preferred)
• Qualified candidates must be able to effectively communicate with all levels of the organization.