Program Coordinator

NYU Grossman School of Medicine is one of the nation's top-ranked medical schools. For 175 years, NYU Grossman School of Medicine has trained thousands of physicians and scientists who have helped to shape the course of medical history and enrich the lives of countless people. An integral part of NYU Langone Health, the Grossman School of Medicine at its core is committed to improving the human condition through medical education, scientific research, and direct patient care. At NYU Langone Health, equity and inclusion are fundamental values. We strive to be a place where our exceptionally talented faculty, staff, and students of all identities can thrive. We embrace inclusion and individual skills, ideas, and knowledge.

For more information, go tomed.nyu.edu, and interact with us on LinkedIn, Glassdoor, Indeed, Facebook, XandInstagram.

Position Summary:

We have an exciting opportunity to join our team as a Program Coordinator.

In this role, the successful candidate is responsible for providing a moderate range of program coordination for the Department of Surgery under the direction of the Assistant Director of Research Administration and research leadership. In addition, providing broad-range administrative and project/program support to divisions/units with research portfolios. Works closely with department and research leadership to support research faculty and the division administrative leaders to organize the various components needed to initiate, run and complete major administrative and research programs and efforts, such as, but not limited to the Shifrin Myer Breast Cancer Discovery Fund, the Milstein Pilot Project Fund, and the Surgery Research Fellowship Program. Facilitate Department of Surgery research guest speaker events, research days, and research administrative meetings/conferences/events. Works under general supervision.

Job Responsibilities:

• Helps to facilitate the administration process of departmental activities (e.g., creating and upkeeping listservs, shared drives, OneDrives, tracking/monitoring documents for hiring/exiting, institutional compliance, etc.)
• Supports the administrative process of research staff/Non-traditional volunteers, Sponsored Individual (i.e. coordinating recruitment and on-boarding process)/Observers, maintaining records, exiting compiling and monitoring the master schedule
• Aids Research Leadership within the Department of Surgery in ad hoc and regular report creation, presentations, and annual administrative surveys reports for research (i.e. space survey, hiring update report, etc.)
• Organizing and coordinating seminars, training programs and other related activities as required for research faculty/lab teams across the Dept. of Surgery
• Submissions, coordination, maintenance, and troubleshooting of procurement order (POs), reimbursements, vendor/consultant agreements in support of DoS research faculty and research administration
• Research Communications supports development, distribution, maintenance, and development of research notifications, communications via list-serv, email, media, web-presence, and manages upkeep and content management of lab pages (internal/external websites and media).
• Program coordination-provides basic to moderate coordination for program activities to a manager or director, head of department that includes but not limited to coordination of programs while working/communicating with internal and external parties to organize and coordinate the various components needed to initiate, run and conclude program activities. Develops program schedules, prepares, process, and tracks program related purchase/supplies requisitions, reimbursements, expense reports, and related invoice payments.
• Reports- independently prepares and reviews documents and generates status/progress reports for ongoing and pending projects and programs (i.e. Shifrin Meyer Breast Cancer Research Fund, Milstein Pilot Project Fund, & Digging Deeper Fund). 
• Administrative- coordinates meetings, outlines agenda, plans and prepares presentations, and composes a variety of memos and letters. Reviews, edits, obtain appropriate approvals. Responds to routine correspondences and refers non routine items to the appropriate party. 
• Time/attendance - aids in processing and tracking time/attendance on MyTime and administrative reports for research staff including post-doctoral fellows and Surgery Research Fellows
• Immigration -  Collects, reviews, and submits documentation needed immigration submissions, as well as maintains reporting records for tracking/monitoring
• Grants - may participate in grant related activities such as collecting and organizing required paperwork for submission if required for the grant or development team. 
• Program Support - Assists in the recruitment, hiring and training of clerical staff, assistants, trainee and volunteers for the program.
• Scheduling & Coordinating - Organizes and coordinates schedules, activities and special events. Coordinates conference preparation activities (i.e. checking and coordinating the logistics and technical support, making food and beverage arrangements, etc.) and other related activities. May assist in special events planning.
• Administrative Coordination Back-up as needed, serves as general administrative support for research/lab teams to ensure continuity in projects, back-up on events, or back-up in coordination should the need arise.
• Participates in special programs and performs other duties as required.

Minimum Qualifications:
To qualify you must have a Bachelor's degree or equivalent in business administration, health care administration or related field or an equivalent combination of education and relevant experience. Proficiency in using various Microsoft Office applications such as Word, Excel, Access, PowerPoint and Outlook. Familiar with Internet applications. Effective oral, written, communication, interpersonal skills. Ability to interface effectively with all levels of management and must work and communicate effectively with both internal and external customers. Ability to work within a team environment as well as independently. Time management skills and ability to work well under pressure. Ability to Project/Program manage and to multi task while paying attention to details.

Preferred Qualifications:
Clinical Trial, Research Administration, Clinical Research, Grants Management, and/or Regulatory Affairs experience.

Qualified candidates must be able to effectively communicate with all levels of the organization.

NYU Grossman School of Medicine provides its staff with far more than just a place to work. Rather, we are an institution you can be proud of, an institution where you'll feel good about devoting your time and your talents. At NYU Langone Health, we are committed to supporting our workforce and their loved ones with a comprehensive benefits and wellness package. Our offerings provide a robust support system for any stage of life, whether it's developing your career, starting a family, or saving for retirement. The support employees receive goes beyond a standard benefit offering, where employees have access to financial security benefits, a generous time-off program and employee resources groups for peer support. Additionally, all employees have access to our holistic employee wellness program, which focuses on seven key areas of well-being: physical, mental, nutritional, sleep, social, financial, and preventive care. The benefits and wellness package is designed to allow you to focus on what truly matters. Join us and experience the extensive resources and services designed to enhance your overall quality of life for you and your family.

NYU Grossman School of Medicine is an equal opportunity employer and committed to inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration. We require applications to be completed online.

View Know Your Rights: Workplace discrimination is illegal.

NYU Langone Health provides a salary range to comply with the New York state Law on Salary Transparency in Job Advertisements. The salary range for the role is $66,300.00 - $82,000.00 Annually. Actual salaries depend on a variety of factors, including experience, specialty, education, and hospital need. The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits.

To view the Pay Transparency Notice, please click here