Program Coordinator, Department of Psychiatry; Mt. Laurel, NJ

Rowan Medicine, an affiliate of Virtua Medical Group

Rowan-Virtua School of Osteopathic Medicine

Location: Mt. Laurel, NJ

Department: Psychiatry

Reports To: Director of Administration

PCLASS: WZ686

Updated: 09/10/2026

• Works with Human Resources and Faculty Affairs in onboarding and credentialing process.
• Serve as a liaison between Rowan Psychiatry and partner institutions
• Input new hires into RIMS system
• Maintain employee database/directory and ensure it is up to date
• Processing incoming timesheets from contracted faculty members
• Prepare and submit invoices to contract team for monthly invoices
• Monitor contracts aged reports and coordinate collection efforts with Director
• Coordinate faculty evaluations and effort
• Manage the monthly, daily and on-call schedule for Jefferson’s QGENDA system and for Virtua OLOL QGENDA system, and Anserve system.
• Act as a point of contact for the answering service
• Proxy for Rowan-Virtua RIMS for Chair, Director and Vice Chair, updating and processing requests for faculty and staff.
• Monitor and track reappointments of faculty to ensure they do not lapse
• Track, solicit and updates providers licenses including medical, nursing, DEA, CDS
• Track and monitor CME spend and days
• Coordinates with property management company to address any issues with physical plant and invoicing and lease agreement.
• Coordinates with Chair and Director to ensure open items for Psychiatry grants are addressed and handled in a timely manner.
• Submits incentive payments and reports for payroll for monthly call coverage
• Compiles breakdown of monthly crisis coverage for contracts department

• Processing all purchasing for Rowan-Virtua and Virtua Health, including electronic input
• Works with Account payable and purchasing
• Ensure sufficient funds in budget lines and movement of funds when necessary
• Acts as a liaison for the department with Accounts Payable, Purchasing, Physical Plant vendors.
• Monitors office supplies, furniture and stationary and maintains sufficient supplies
• Process and manages all P Card purchases for the Department of Psychiatry and proxy for Chair’s PCard

• Under the direction of the Chair and Director, prepare reports a metrics for QA measures

• Identifies grant opportunities, prepares executive proposals and secures grant awards.
• Writes proposals, develops budgets, prepares grant applications, proofreads and edits documents and processes proposals. Responsible for writing responses to reviews and critiques from funding agencies.
• Writes project descriptions, progress reports and updates for inclusion in newsletters and reports.
• Write proposals and letters tailored to specific guidelines and regulations for funding by public and private sources.
• Writes other materials such as acknowledgements, articles, etc, as needed.
• Under direction, participates in preparing specific grant applications including draft proposals, assists in preparing budget and budget justifications
• Consults and advises with members of the unit on content, timing, and documentation necessary for proposals to be submitted to funding sources.
• May serve as the administrative liaison to the unit
• Understands and adheres to Rowan-Virtua SOM compliance standards as they appear in the Corporate Compliance Policy, Code of Conduct and Conflict of Interest Policy.
• Keeps abreast of all federal, state and Rowan University regulations, laws and policies as they presently exist and as they change or are modified.

Oversees the maintenance of departmental records and ensures that files and recordkeeping systems meet the needs of the department.

Ensures documentation related to Non PO, travel, CME, etc. are obtained and processed…