Program Coordinator (Hybrid) - Faculty Affairs

Overview

Work under the direction of the Department of Surgery ("DoS") Chair, Administrative Director and Program Manager to the Chair to ensure smooth operation of faculty affairs, academic events and office function. With strong attention to detail, exceptional communication skills, and ability to work independently, perform advanced, diversified, and confidential administrative duties requiring broad and comprehensive experience, skill and knowledge of organization policies and practices.

Responsibilities

1.Work closely with department, MHMH, DHC and Geisel School of Medicine representatives to ensure that all faculty are privileged, credentialed and have current appointments. 2. Coordinate and maintain faculty academic reappointments and promotions.3.

Provide support for Grand Rounds and for other events. Maintain oversight and coordinate speakers hosted by sections. Coordinate speaker itinerary if requested by Chair.

Publish/communicate announcements. Manage venue for conference room and/or virtual arrangements. Co-host virtual events to ensure for smooth delivery.

Assist with/process honorariums and speaker travel reimbursements. Facilitate Chair's correspondence to speaker.4. Maintain CME accreditation for Department of Surgery Grand Rounds (and sectional Grand Rounds as needed). Adhere to annual renewal requirements and manage the administrative process for each CME session.5.

Maintain a professional presence within the department. Answer department phones and greet visitors, working in a team environment to provide administrative coverage.6. Ensure smooth office functioning, to include: manage/distribute incoming communications, office supply ordering, office equipment maintenance liaison, upkeep and presentation of the administrative suite.7.

Serve as a resource person who is able to direct persons and inquiries, provide information, and recognize and assess developing situations of significance to the overall functioning of D-H. 8. Continually updates and maintains faculty database, faculty files, and email and contact lists for departmental communication inclusive of faculty, trainees and staff.

9.Assist with the Practice Manager calendars and provide calendar and meeting scheduling assistance as needed to the Department Director and Department Chair. Maintain oversight of the DoS Conference Room calendar.10.

Manage the Observation Privilege request process for the department.11. Department event planning assistance and/or coordination.12. May conduct special studies/projects of an accounting, administrative and financial nature in support of departmental activities.13.

May monitor departmental budget accounts and keep administrator informed of expenditures around educational/training initiatives.14. Perform other duties as required or assigned

Qualifications

• Associate's degree with 3 years of experience (at least 2 of which are supporting an executive or comparable level position), or the equivalent in education and experience required.

• Bachelor's degree preferred.

• Proficiency in Microsoft Office Suite, FileMaker Pro and most social media platforms required.

• Exceptional written and verbal communication skills required.

• Exceptional proofreading skills required.

• Ability to work independently, assess priorities and organize workload required.

• Must have the ability to take initiative, but also coordinate in a team.

• Must have ability to recognize, set and fulfill high standards and have strong attention to detail.

Required Licensure/Certifications

• None