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.
Qualifications:
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