Program Coordinator Facilities

The Program Coordinator

• Facilities will provide administrative and program support to plan, implement and coordinate programs, events and educational activities, and to administer policies and procedures as well as office management. Minimum Education

Bachelor's Degree Work requires analytical, communication and organizational skills generally acquired through completion of a bachelor's degree program (Required)

Minimum Work Experience

5 years Experience in program administration involving academic, medical or research activities to acquire skills necessary to plan, coordinate and implement a variety of program activities and events (Required)

Required Skills/Knowledge

Excellent written and verbal communication skills.

Experienced in department budget and personnel administration and communication.

Computer Skills

• Excel, Microsoft Word, Access, & PowerPoint

Functional Accountabilities

Provide Operational Oversight

• Coordinate administrative tasks consistent with workload requirements and available resources.

• Participate in specified divisional operations and systems.

• Recommend and participate in development of new processes and systems to meet departmental needs.

• Train and mentor new investigators and research staff on processes; assist with determining work assignments, schedules and priorities; provide work guidance and oversee the activities of one or more processes.

• Maintain and process employee time cards and attendance records.

Manage Budget

• Participate in the development, monitoring, and reconciliation of operating and capital budgets; (e.g., budget variance and performance reports; budgetary interface with the grants management office).

• Ensure availability of data for management decision making.

Committees and Meetings

• Coordinate the Activities of the Regulatory, faculty and staff meetings; prepare meeting documentation including teleconference; assign and distribute review material; draft minutes;

• Coordinate correspondence and maintain extensive filing system.

Administrative Support

• Serve as a liaison with internal departments, investigators, and external collaborators and investigators; prepare and proof complex administrative and contractual documents, correspondence, memoranda, letters, presentations and reports; provide support with project management activities.

• Assist with updates to the website, maintain mailing lists, file logs.

• Coordinate and schedule office appointments, meetings and conferences with other CNMC departments, investigators.

• Assist with other office duties as needed.

• Assist with building and testing application database.

• Assist in the development of policies and procedures for specific departmental/functional responsibilities; develop procedures for troubleshooting.

• Assist to develop reporting databases.

• Assist in end-user training.

• Assist in the development of on-going maintenance requirements.

• Assist in the planning of subsequent enhancements/phases to ensure maximization of solutions.

Organizational Accountabilities

Organizational Accountabilities (Staff)

Organizational Commitment/Identification

• Anticipate and responds to customer needs; follows up until needs are met

Teamwork/Communication

• Demonstrate collaborative and respectful behavior

• Partner with all team members to achieve goals

• Receptive to others' ideas and opinions

Performance Improvement/Problem-solving

• Contribute to a positive work environment

• Demonstrate flexibility and willingness to change

• Identify opportunities to improve clinical and administrative processes

• Make appropriate decisions, using sound judgment

Cost Management/Financial Responsibility

• Use resources efficiently

• Search for less costly ways of doing things

Safety

• Speak up when team members appear to exhibit unsafe behavior or performance

• Continuously validate and verify information needed for decision making or documentation

• Stop in the face of uncertainty and takes time to resolve the situation

• Demonstrate accurate, clear and timely verbal and written communication

• Actively promote safety for patients, families, visitors and co-workers

• Attend carefully to important details - practicing Stop, Think, Act and Review in order to self-check behavior and performance