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 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