Program Coordinator: Cardiology, ACHD, and Fetal

Job Description

The Program Coordinator independently coordinates and performs a variety of administrative and operational support duties related to the program Cardiology division.

• Coordinating activities and daily operations of programs.
• Create and maintain program data, records, reports, presentations and proposals.
• Prepare or assist in preparation of proposal for funding and/or funding continuation from outside sponsors.
• Maintain patient schedules, follow up on no-shows, retrieve outside records for clinic visits, confirming appointments for those that do not respond to reminders, answer patient calls and direct patients to the appropriate team member.
• Coordinate yearly symposium forum, secure meeting place, speakers and other activities as directed.
• Conferring with staff and others to provide technical advice, provide problem solving assistance and answer questions about the program and its goals. Referring inquiries to others as needed.
• Prepare or assist in the preparation of periodic reports and records on program activities, progress, status or other special reports for management or outside agencies.
• Review applications or other program documents in conjunction with supervisor to determine acceptance or make decisions pertaining to program.
• Assist in the coordination of recruitment efforts.
• Draft written communication and promotional literature.
• Assist in planning workshops, meetings or conferences; coordinate logistics, scheduling and participant communications.
• Interact and act as liaison with staff, faculty and outside/community agencies in facilitating program.
• Work in collaboration with leadership to ensure that all program goals and objectives are accomplished.
• Assist with coordination and marketing and research for program expansion.
• Provides administrative support for Continuing Medical Education conferences, monthly meetings which include but are not limited to:
  • Preparing agenda, reminders, attendance tracking, and meeting minutes monthly, quarterly.
  • Host meeting with presentations prepared.
  • Creating and distributing flyers, disclosure forms, etc.
• Provides support with patient insurance enrollment.
• Assist with research projects including but not limited to data collection and maintaining records.
• Weekly/Monthly meeting with Practice Managers.

• Education Required: High School Diploma or GED required.
• Experience
  
  Required:
  
  5 years relevant customer service experience required.
• Ability to communicate effectively both orally and in writing and provide empathy in difficult interpersonal situations. The ability to work with diverse internal and external constituencies.
• Education Preferred: Associates Degree and above in any area preferred.
• At least 5 years of research and well versed in Excel and Power Point. EPIC a plus.
• License and/or Certification
  
  Required:
  
  N/A

• Knowledge: Microsoft Office Application; must be well versed in Excel, Outlook, PowerPoint, Word. Electronic Health Record, EPIC preferred.
• Skills: Skill in use of multiple department specific database applications such as ABACUS, SQL, EPIC custom reports.
• Abilities: Attend to administrative detail utilizing initiative, problem analysis techniques, good judgment and confidentiality.
• Work with all levels of organization; understand and apply knowledge of department/organizational policies and procedures to resolve complex problems and meet needs of customers.
• Multi-task and problem solve with working knowledge of a variety of complex programs/departments and/or the organization.
• Organize and manage projects, resources and establish priorities.
• Make administrative/procedural decisions and judgments.
• Communicate effectively, both orally and in writing. Excellent command of grammar and spelling skills.
• Focus on customer needs and follow through to meet needs.
• Research, gather, and review data; compile information and prepare accurate and comprehensive reports with deadlines.
• Maintain calendars and schedule appointments utilizing electronic scheduling software.
• Create, compose and edit written materials.
• Function in a fast paced environment with strong attention to detail.
• Provide empathy in difficult…