Senior Program Coordinator (Hematology/Oncology)

Senior Program Coordinator (Hematology/Oncology)

POSITION SUMMARY:

Under the general supervision of the Administrative Director and Administrative Manager in the section of Hematology & Medical Oncology, the Senior Program Coordinator is responsible for assisting the Center of Excellence in Sickle Cell Disease Program (SCD) and the Section of Hematology & Medical Oncology in the day-to-day operations and management of administrative services to meet the clinical, research and education missions at the hospital. The Senior Program Coordinator assists in developing and managing programs  and activities to meet the organizational needs and objectives in accordance with operating policies and business plans.  Responsible for all aspects of office operations, including but not limited to managing calendars of Section Chief, SCD Program Director, Administrative Director and other senior leaders, scheduling meetings and lectures, managing travel arrangements and creating candidate itineraries. Prepares spreadsheets, presentations, reports and other correspondence as requested. Maintains office inventory and filing systems, orders supplies, sorts and distributes mail and processes travel and expense reimbursements. Utilizes a high degree of initiative and independent judgement to provide leadership on the Sickle Cell Disease Program operations, quality improvement, innovation and staff development. Requires excellent communication skills, and ability to establish effective internal and external relationships.

Position: Senior Program Coordinator

Department: Research - Hem and Onc

Schedule: Full-Time

ESSENTIAL DUTIES/RESPONSIBILITIES:


  • Performs a variety of administrative and office support activities to ensure proper functioning of assigned department and center.
  • Responsible for managing calendars, creating documents, correspondence, spreadsheets, slides for presentations, updating databases; proofreading, distributing documents; scheduling meetings, time-reporting, requisitioning supplies, and other administrative support functions.
  • Updating the Sickle Cell Disease patient registry with new patients.
  • Ordering gift cards for Patient Navigation program. Tracking budgets devoted to gift cards.
  • Pull reports in Epic to track no shows and other patient metrics needed for Sickle Cell Disease Program.
  • Plan and coordinate annual Sickle Cell Disease Awareness day.
  • Compile all clinical patient data for the adult and pediatric programs.
  • Maintain the SCD Adult and Pediatric Registry in Epic, including compilation of health care quality reports.
  • Oversee all mailings to patients.
  • Draft and prepare quarterly adult newsletter and other announcements.
  • Oversee and manage the SCD Development Funds. In addition, facilitate and manage all contracts and grants with BMC administration.
  • Primarily responsible for SCD grants management, budget preparation, and accounting services.
  • This position requires resourcefulness, flexibility, acumen, diplomacy and the ability to take initiative, work independently and handle sensitive information with discretion.

JOB REQUIREMENTS

EDUCATION:


  • Bachelor's degree in Accounting, Finance or related field, or equivalent combination of education and experience.

CERTIFICATES, LICENSES, REGISTRATIONS REQUIRED:


  • None

EXPERIENCE:


  • Minimum two years’ experience in financial management and pre-and post-award grant administration.

KNOWLEDGE & SKILLS:


  • Strong analytical skills.
  • The ability to provide leadership and work effectively as a team member.
  • Accounting management experience.
  • The ability to work independently, take initiative, handle multiple priorities and produce detailed work with accuracy.
  • Possess exceptional oral and written communication.
  • Must have the ability to work in a fast paced environment with strict deadlines.
  • Must be well organized and able to manage multiple priorities.
  • Experience with MS Word, MS Excel and Outlook, must be comfortable working with spreadsheets.


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