Michigan Poison & Drug Information Center Program Manager - Dept. Emergency Medicine

Wayne State University•Detroit, MI

8d•Onsite

About The Position

The Michigan Poison & Drug Information Center Program Manager organizes administrative and operational activities that support reliable, continuous Poison Center services. Working closely with Specialists in Poison Information (SPIs), Certified Specialists in Poison Information (CSPIs), directors, and institutional partners, the Program Manager maintains staffing coverage and coordinates staff support, training, events, grant submissions, and philanthropic program support. The role serves as a central point of contact for operational needs and follows through on priorities established by the directors. The position supports the Michigan Poison & Drug Information Center (MiPDC) through staff scheduling and coverage coordination, education and compliance activities, conference planning, grant and donor support, administrative coordination of agreements and contracts, performance tracking, audits, recruitment, onboarding, and personnel transactions. It also provides operational support to staff and helps improve efficiency by developing standards and incorporating Lean principles into daily practice.

Requirements

Bachelor's degree from an accredited college or university in business administration, health care administration, public health, communications, nonprofit management, or a related field; an equivalent combination of education and relevant experience may be considered.
Three to four years of job-related experience.
Experience coordinating programs or administration, including staff scheduling, project or event coordination, financial tracking, or comparable responsibilities in a health care, academic, public service, or nonprofit setting.
Ability to interpret and implement policies and procedures, including research administration.
Proficiency in Microsoft Office, including Access, Word, Excel, and PowerPoint.
Proficiency with scheduling software such as When2Work.
Proficiency with office productivity software, spreadsheets, calendars, virtual meeting tools, and administrative databases.
Effective interpersonal and customer service skills and ability to work with a diverse population.
Ability to manage within a challenging academic environment, including handling sensitive and confidential information and interpersonal dynamics.
Ability to delegate and supervise assignments, set clear direction, and manage workflow.
Ability to manage competing deadlines, resolve scheduling problems, maintain accurate records, communicate professionally, and collaborate with multidisciplinary staff.
Ability to provide leadership and training on financial, budgetary, personnel, and administrative matters.
Critical thinking and strategic decision-making skills to establish and accomplish unit mission, plans, and goals.
Ability to develop and analyze grant project budgets and provide oversight and management of comprehensive budgets.
Attention to detail.

Nice To Haves

Graduate education in business, health care administration, public health, or a related field.
Poison center or 24-hour call center experience.
Experience supporting licensed health professionals.
Experience in conference planning, fundraising, donor stewardship, grant coordination, or an academic health system.
Knowledge of RingCentral phone and chat software.
Knowledge of relational databases.
Ability to learn workforce scheduling and donor management systems.
Strong mentoring and coaching skills and ability to foster teamwork among staff and faculty.
Demonstrated leadership skills that influence and motivate individuals and groups to achieve results.
Clinical licensure or SPI certification is not required for this non-clinical position.

Responsibilities

Maintain records of professional licenses, certifications, required training, and renewal dates.
Plan and coordinate quarterly education conferences for tri-county residencies and other educational conferences.
Coordinate logistics and planning for the Annual MiPDC Toxicology Symposium and other continuing education offerings for health care professionals.
Identify grant and sponsorship opportunities to support Poison Center programs, educational materials, travel, and conference attendance.
Build and maintain a prospect and donor tracking system for hospitals, foundations, businesses, community organizations, and individual supporters, in coordination with the development office.
Support directors with implementation and administrative coordination of service agreements, research data contracts, and other business activities.
Track deliverables, approvals, renewals, and reporting deadlines with institutional offices.
Implement and maintain RingCentral ACE performance metrics and phone reviews.
Develop and maintain monthly SPI schedules and update them as needed.
Coordinate leave requests, call-offs, traded shifts, vacant shifts, and coverage for meetings or training.
Identify coverage gaps, seek qualified coverage, and escalate unresolved shortages and overtime needs to the designated director.
Provide on-call support for staff operational issues and support MiPDC staff during events.
Create and maintain bi-weekly staff productivity tables using data from various sources.
Conduct random audits of benchmarks such as insurance, self-introductions, and chart documentation.
Develop standards to improve efficiency and incorporate Lean principles into daily practice.
Educate staff about documentation guidelines.
Coordinate applicant screening, application reviews, interviews, job offers, and interview logistics and scheduling with the MiPDC Senior Director and Medical Director.
Develop or maintain orientation checklists and supporting materials, and structure the SPI onboarding process.
Ensure new employees progress through training during shifts.
Manage personnel transactions for assigned staff, including hiring, promotions, terminations, disciplinary procedures, and salary adjustments.
Provide timely communications to the department and education support for SPIs.
Create and maintain compliance modules in Canvas and ensure SPIs complete annual education and compliance modules.
Perform other related duties as assigned.