Program Coordinator - Albert Einstein College of Medicine : Job Details

POSITION RESPONSIBILITIES:

The Program Coordinator provides direct support to the ICTR education and training leadership and the ICTR research education and training programs. S/he assists the ICTR Associate Deans, Program Directors, Faculty and Administrators with responsibilities relative to the logistics and activities that enable the effective running of a variety of educational programs that reside within the Harold and Muriel Block Institute for Clinical and Translational Research at Einstein and Montefiore. These include Masters and Doctoral degrees, certificate programs, lecture series, and various courses described below.

Principal duties and responsibilities include, but are not limited to:

• Organize high-level conference calls and manage calendars for the all educational leadership, including the CRTP Director, T32 Director, K12 Director and others as needed
• Coordinate all travel arrangements for the Program Directors;
• Assist with recruitment, advertising and admissions processes for the educational programs;
• Responsible for database entry/maintenance related to program participants, alumni, and activities.
• Assist with coordinating program evaluation and continuous quality improvement sessions, collecting data, and organizing reports as needed;
• Coordinate the Clinical & Translation Science (CTS) Pilot Module (CTS-PM) and Management Committee (CTS-MC) leadership meetings, including distributing the pilot funding opportunity announcements and requests for applications, scheduling pilot application review sessions, providing information to the award applicants and assisting in collection and tracking of data for reporting purposes.
• Assist with workshop/webinar registration for trainee/scholar events
• Assist with onboarding for compliance training for students in the Einstein Discover Research Program
• Assist with logistics for thesis proposals and thesis defense for the Discover Program, CRTP and other programs as needed schedule days with thesis defense committees, reserve conference rooms, order food and materials for events
• Assist with scheduling and organizing correspondence for the annual education EAC meeting
• Type and distribute student semester schedule for all programs as needed
• Set up classrooms and required A/V and IT systems;
• Schedule and organize and prepare materials for student orientation and classes;
• Assist with course management utilizing software programs;
• Assist with organizing Mock Study sections, including scheduling/meeting logistics, announcing dates, sending email reminders, and tracking due dates and attendance;
• Assist with coordinating the scheduling of various meetings for the Community Collaborative Core (CCC): the CCC quarterly meeting, REaLHUB meetings, CAC meetings, and miscellaneous meetings for some of the collaboratives.
• Process financial transactions for education program and CCC, including reimbursements, invoices, and purchases for faculty, students and community members
• Assist with preparation and distribution of program-related communications, including newsletters, announcements, and updates.
• Assist ICTR Communications Program Manager with gathering information for website maintenance
• Assist in organizing seminar series, graduations and other program events including alumni events;
• Take notes at critical meetings, order supplies, and maintain files and office equipment;
• Manage conference room schedules;
• Other duties as required.

Bachelors degree required. Minimum of 3-5 years of administrative experience is required. Experience with federally funded programs is a plus. Experience in an academic or research environment is preferred, but not required.

Skills and Competencies Required:

• This position requires a high degree of flexibility, and the ability to handle special assignments as determined by the needs of the ICTR.
• S/he must be able to excel in a fast-paced, team-oriented environment and multi-task effectively. The ability to prioritize and follow through on work is essential.
• S/he must demonstrate a high degree of reliability and dependability, consistently fulfilling commitments and meeting deadlines.
• S/he must be able to produce accurate and timely reports, correspondence, documents, and spreadsheets.
• Must have excellent computer/technology skills, be proficient in Microsoft Office Suite, and be able to learn and adapt to new systems.
• Must consistently demonstrate good judgment and attention to detail with the ability to work independently.
• Strong interpersonal, oral and written communication skills are required.
• This position requires a high degree of maturity and the ability to maintain confidentiality of sensitive information, such as evaluations and grades, as well as other sensitive records.

The ICTRs mission is to enhance the discipline of clinical and translational research by promoting multidisciplinary collaboration, addressing translational blocks in research, providing infrastructure and collaborative support, and enhancing training, education, and career development. The ICTR provides clinical investigators with specialized environments, including a vast infrastructure necessary to conduct sophisticated patient-oriented research. This position supports the activities of the Research Education and Career Development portions of Clinical and Translational Science Award (CTSA), including the K12 Mentored Research Career Development Program and T32 Predoctoral Research Training grant, PhD Concentration in Clinical Investigation (PCI) program, Burroughs Welcome Fund (BWF) predoctoral training grant, as well as the Clinical Research Training Program (CRTP). In addition, this position provides direct support to the office of the Associate Dean for Clinical Research Education. This position is critical to support our longstanding and ongoing mission to provide high quality and comprehensive clinical research training and career development programs for our students, faculty and research professionals.