Program Coordinator - Special Immunology

Job Description

HIV-Ryan White Grant Program Coordinator (2600008C) 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. In addition, this role performs duties related to programmatic, administrative, fiscal and quality aspects of a grant funded program. Responsibilities include patient and service data collection, entry, cleaning, uploading and analysis, using data tracking and monitoring applications;

gathering data and generating reports for a variety of department needs; writing monthly and annual narrative program reports for grant funders; assisting with implementation of department related initiatives and programs; recruiting clinic patients and administering quality and customer satisfaction surveys; developing and implementing a quality management program; collecting, analyzing and monitoring quality data quarterly; writing annual and quarterly quality improvement reports;

managing grant related purchasing, expense documentation, and budget tracking for non‑salary spending; planning team retreats and executing event logistics; attending team meetings.

• Minimum Education
  :
  High School Diploma or GED (Required)
• Minimum Work Experience
  : 3 years experience in program administration involving academic, medical or research activities (Required)
• Required Skills/Knowledge
  :
  Excellent written and verbal communication; experience in department budget and personnel administration and communication; computer skills – Excel, Microsoft Word, Access, & PowerPoint.

• 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 take 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.
• 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 development, monitoring, and reconciliation of operating and capital budgets; e.g., budget variance and performance reports; budgetary.
  • Ensure availability of data for management decision making.
• Committees and Meetings
  • Coordinate the activities of regulatory, faculty and staff meetings; prepare meeting documentation including teleconference; assign and distribute review material; draft minutes.
  • Coordinate correspondence and maintain an 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.

• Organizational Commitment/Identification
  • Anticipate and respond to customer needs; follow 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…