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.

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Position Summary:

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

The Program Coordinator, Faculty & Administration is responsible for providing basic to moderate range of administrative program coordination within the Department of Otolaryngology-Head & Neck Surgery, including a wide-range of day-to-day coordination of faculty and administrative operations and department logistics. Works with internal and external parties to initiate, run and complete major program initiatives and collaborations. Facilitates departmental activities (e.g., recruiting and onboarding process, maintaining records, compiling and monitoring the master schedule for meetings; organizing and coordinating seminars, training programs and other related activities). The Program Coordinator, Faculty & Administration is a key member of the department core administration team and reports to the Assistant Director, Department Operations.

Job Responsibilities:

Provides basic to moderate coordination for clinical program activities, with primary responsibility for faculty life cycle including all aspects of recruitment, onboarding/offboarding, appointments and promotions, credentialing, orientation, including the following:

Credentialing: Responsible for credentialing of all licensed staff including MD, PhD, NP, PA, SLP, Aud providers. Manages application and reappointment processes for all sites including NYULH/GSOM, NYULH/LISOM, Bellevue, Veterans Administration Medical Center. Serves as credentialing subject matter expert and primary point of contact for recruits, medical staff office and key stakeholders across the enterprise. Communicates requirements, process and timelines, facilitates documentation and training. Anticipates issues, troubleshoots and resolves problems, and makes workflow and process changes as needed to improve efficiency and reduce errors.

Recruitment: Manages recruitment processes, recruitment interviews with faculty and key stakeholders, application and reference documentation. Responsible for enterprise online faculty job posting and application system (Interfolio). Designs and executes comprehensive onboarding checklist (IDs, uniforms, IT access and equipment, etc). Designs and delivers onboarding sessions with new faculty/providers and key stakeholders.

Appointments and Promotions: Coordinates Department Appointments and Promotions Committee meetings, including compiling materials for committee review, staffing meetings, maintaining meeting minutes, recommendations and detailed records. Prepares and processes promotion packages.

Compliance: Tracks department compliance with various Human Resources campaigns including annual training, vaccinations, health assessments, fit testing, engagement surveys and other mandates. Prepares daily reports and follows up with outliers to ensure deadlines are met. Escalates issues to Assistant Director, Department Operations and Chair, as appropriate. Ensures Ongoing or Focused Professional Practice Evaluations (OPPE/FPPEs) for all faculty members are completed biannually or as required by the Medical Staff Office.

Event Planning: Schedules onsite and offsite meetings including booking conference rooms, arranging catering and AV services. Prepares and submits requests for payment/reimbursement for catering/venue expenses, including obtaining Finance prior approval, as required. Organizes all aspects of special events, including annual faculty dinner and graduation, alumni reception, department holiday party, faculty and employee recognition and awards.

Reporting: Independently prepares and review documents, and generates status/progress reports for ongoing and pending projects/programs which may include moderate analysis of findings. 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.

Performs other related duties as needed: Shares in the overall support and coverage of core administration. Develops schedules, prepares, process, and tracks purchase/supplies requisitions, reimbursements, expense reports, and related invoice payments. Serves as timekeeper. Assists in answering phones, screens calls, correspondence and responds independently when appropriate. Perform other supportive and administrative tasks, as requested.

Additional Position Specific Responsibilities:
JD attached.

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. The successful candidate must possess excellent interpersonal, verbal and written communication, and organizational skills. Knowledge of standard office software is essential, including proficiency with word-processing, spreadsheet and database software (Microsoft Office, preferred). Ability to multi-task and/or coordinate multiple assignments is required. Ability to interpret and implement policies and procedures, and effectively communicate detailed information to a diverse population, both verbally and in writing. Excellent problem-solving skills required.

Preferred Qualifications:
Two years of related experience preferred.

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- $69,451.20 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