Program Coordinator

Job Title: Program Coordinator

Department: Radiation Oncology


Location: Lipson Cancer Institute - Rochester General, 1425 Portland Avenue

1st Floor, Rochester, NY 14621

Hours Per Week: 40

Schedule: 8-hour shifts, 8am-4:30pm, no weekend rotation, no on-call

SUMMARY

Coordinates activities and functions of a designated program to ensure that goals and objectives specified for the program are accomplished in accordance with established priorities, time limitations, funding limitations or other specifications. Responsibilities may include hiring, training, coordination, solicitation and scheduling of projects, development and implementation of team member training programs, ongoing project management, and may supervise team members in conjunction with leader.


RESPONSIBILITIES

• May coordinate, monitor or supervise the activities of team members.
• Develops and recommends new or revised program goals.
• Develops and schedules program work plan in accordance with specifications and funding limitations; oversees daily operations and coordinates activities of program; determines priorities.
• Monitors program expenditures ensuring that budget allocations are not overspent.
• Confers with and advises team members on problems solving assistance, answers to questions and program goals and policy interpretation; refers to appropriate department person when unable to respond.
• Coordinates activities of program with inter-related activities of other programs or departments to ensure optimum efficiency and compliance with appropriate policies, procedures and specifications.
• Evaluates program effectiveness to develop improved methods; devises evaluation methodology and implements; analyzes results and recommends and/or takes appropriate action.
• Develops, compiles and writes communications and promotional literature for distribution.
• Develops and implements a plan for the recruitment, hiring, orientation, and ongoing development of team members.
• Manages the day-to-day operations of the program which includes conducting meetings, providing leadership to the quality improvement process, promoting open communications and resolving day to day problems and concerns of team members and/or customers.
• Ensures that policies and procedures of the program are in compliance with all regulatory and hospital standards and that staff understand and implement these policies and procedures in a consistent fashion.
• Ensures effective communication within the program, the department, the hospital, and in the community. For mental health:
• Serves 50% of the time as a primary therapist according to all duties and responsibilities of the primary therapist job description.• Ensures that the program meets the needs of consumers through an ongoing process of development that includes assessment, planning, and the implementation of plans.
• Ensures that the number of budgeted visits for the year is being met on a weekly and monthly basis, and that expenses which are delegated as a program responsibility are within the limits of the budget.
• Participates in peer review process and utilizes quality improvement measures to increase quality and reduce cost.

Residency Program:

• Data/Information Management. Maintains e-value resident database with demographic and schedule information. Maintain and update Program Policy and Procedure Manual; assure that all required policies are included and up to date. Maintains file information for alumni training verification requests. Completes WebAds, FREIDA and other national surveys with accurate program information.
• Evaluation: Assists program director in completing the semi-annual evaluation process. Maintains the e-value system for 360°evaluation of the residents, assuring that the appropriate evaluation form is available electronically and the evaluators are notified of their availability. The coordinator schedules appointments for the semi-annual evaluations, the graduating chief residents' final evaluation and assures that appropriate documentation is maintained in the resident's file. Assures that evaluation of the program and faculty occur at least annually. Provides quality data to Medical Director semi-annually for GMEC quality report.
• Resident Statistics: Provides weekly reports to the program director and every other month reports to the GME Committee. Assists the program director and residents to enhance knowledge of the system.
• Recruitment. Provides support to the program director for the recruitment process for the Residency Program using the Electronic Residency Application Service (ERAS) and the National Resident Matching Program (NRMP). Coordinates the applicant interview days and ranking of applicants.
• Site Visits: Coordinates documentation preparation for ACGME site visits and prepares schedule for day of site visit. Assists Office for Graduate Medical Education with New York State work hour audits as appropriate.
• Performs other duties as assigned.

Physician Services Program:

• Data/Information Management. Program Administrator for Physician Services CRM database with Physician contact and practice account information. Maintain and update Program Policy and Procedure Manual; assure that all required policies are included and up to date. Maintains file information for all Physicians information and background checks.
• Liaison with Community Resources to maintain relationships and ensure current information on the Rochester and surrounding Community.
• Develops and maintains relationships with Residency Coordinators across the Country and National Physician Associations
• Recruitment. Provides support to the Physician Recruitment Leader and OnBoarding Manager for the recruitment and onboarding process for RGHS. Coordinates travel and visit arrangements for Physician candidates and Families, tailoring to unique specifications of each candidate visit. Coordinates the applicant interview day and monitors process during visit.
• Site Visits: Coordinates documentation preparation for ACGME site visits and prepares schedule for day of site visit. Assists Office for Graduate Medical Education with New York State work hour audits as appropriate.
• Manages the office inclusive of triaging physician and customer telephone calls, assisting internal and external customers inclusive of Chiefs, Sr. Leadership, Secondary Service, Market Partners, RIT affiliations, Private Physician Offices.
• Manages expense and invoice processing for Physician Services program
• Creates and responsible for accuracy of Physician Recruitment related reports.

Physician Engagement - Onboarding:

• Provides support to the Physician Engagement Director, physician recruitment marketing advisor, Onboarding Managers and physician liaisons.
• Assists with onboarding itineraries as needed.
• Manages expense and invoice processing for Strategic Communications & Marketing Department.
• Creates and responsible for accuracy of Physician Engagement Onboarding related reports.
• Work with Physician Engagement team members to provide project management support for various recruitment, onboarding and outreach initiatives, managing projects independently at times. Assisting with tactical implementation of physician recruitment marketing campaigns, ordering of collateral for outreach initiatives

For Nurse Recruiting:

• Facilities site visit, which may include but not limited to travel arrangements, lodging, meals and itinerary. Assist with candidate reimbursement process for incidental expenses incurred.
• Schedules campus tours for out of area nursing students
• Builds and manages internal candidate database in workday.
• Owns requisitions for nursing programs: Excel, Explorer and ED fellowship, for each recruitment cycle.
• Creates offer letters for Excel nursing interns to move into RN roles. Tracks accepted offers.

RGH College of Health Careers:

• Responsible for the collection and verification of data for accrediting bodies such as ABHES / ACEN
• Responsible for the collection of data as a key holder of IPEDS• Responsible for the academic calendar of the PN program and RN program
• Responsible for building courses/assignments/grades following syllabi under time restrictions
• Coordinating students' onboarding schedule and facilitating the onboarding program with scheduling along with third party vendors.
• Coordinating students' graduation schedule and facilitating graduation ceremony items like program, awards, plaques, graduates pin, diploma holders, photographs, etc
• The account holder and main contact for third party vendors to facilitate uniform ordering, print shop, Schoology, Examsoft, Orbund, ATI, Grammarly, Zoom, Nurse Tim, FA Davis, Screen reader, etc.
• Responsible for ATI capstone, Live review, virtual ATI, etc.
• Adjusting students' software according to their accommodations per counselor's request
• Assigning faculty, staff, and students to the college of health careers' software accordingly
• Troubleshooting school related technology/software issues
• Assigning and connecting Advisors and Counselors to students
• Responsible for NYS education department registration including guiding students with misdemeanor records• Providing students' clinical placement data and immunization records through In-Place Network
• Responsible for tracking and submitting work orders for office supplies, lab equipment, and IGH building issues through Office Depot and Lawson
• Played a key role in transitioning from in-person to online learning since the start of the COVID pandemic in 2020
• Responsible for correspondence as directed by leadership

Clinical Laboratory Technology Program:

• Support the admissions process; coordinate college campus visits and student tours, receive admission applications, arrange admission interviews, assist with student communications, and maintain student roster.
• Responsible for the academic calendar of the CLT Program; coordinates students' orientation, class schedules, clinical rotations and graduation schedule.
• Ensures academic materials are current and accessible on third-party platforms.
• Serve as a point of contact for students/alumni; support student engagement activities in coordination with the Program Director.
• Coordinates with the Program Director and CLT Instructors.
• Assists with analysis and reporting of student outcomes and placement data.
• Responsible for tracking and submitting work orders for IT issues, office supplies, lab equipment and other needs to support faculty and students.
• Provides administrative support to the CLT Program as required.
• Assist in process improvement.

REQUIRED QUALIFICATIONS

Required Licensure/Certification Skills:

• For respiratory therapy:

Registered Respiratory Therapist w/RRT credential, with NYS licensure.

Clinical Laboratory Technology Program:

• 1 year of administrative support; preferably within academic admissions.

DESIRED QUALIFICATIONS

• Bachelor's degree in field related to assigned area
• Demonstrated project and people management ability
• Experience in administrative / coordinator capacity
• One-year supervisory experience
• Excellent verbal and written communication skills

For respiratory therapy:

• Two years of rehab experience

For Clinical Laboratory Technology Program:

• Bachelor's Degree
  

EDUCATION:

LICENSES / CERTIFICATIONS:

PHYSICAL REQUIREMENTS:
Sedentary - Sedentary roles are primarily office-based and require prolonged sitting (67-100% of the workday) with minimal physical effort and lifting limited to under 10 lbs. Fine motor skills are necessary for computer work, writing, and telephone use, supported by clear visual and auditory ability. Cognitive and emotional demands are high due to extended concentration, frequent interruptions, independent decision-making, and information processing. Although physical exposure is low, administrative areas within healthcare environments may occasionally involve contact with infectious agents. Some roles may require flexible hours, TB screening, or a valid driver's license.

For disease specific care programs refer to the program specific requirements of the department for further specifications on experience and educational expectations, including continuing education requirements.

Any physical requirements reported by a prospective employee and/or employee's physician or delegate will be considered for accommodations.

PAY RANGE:
$62,400.00 - $75,000.00

CITY:

Rochester

POSTAL CODE:

14621

The posted pay range is a good faith representation of potential base pay for this position. It may be modified in the future and eligible for additional pay components. Individual annual salaries/hourly rates could vary based on position details and FTE. Pay is determined by considering factors including, but not limited to, experience, relevant qualifications, specialty, internal equity, locations, and contracts.

Rochester Regional Health is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity or expression, national origin, age, disability, predisposing genetic characteristics, marital or familial status, military or veteran status, citizenship or immigration status, or any other characteristic protected by federal, state, or local law.