Program Administrator - Inflammatory Bowel Disease Institute

Cedars-Sinai•Los Angeles, CA

About The Position

The Program Administrator is responsible for planning, implementing and administering the day-to-day operations of a recognized organizational and/or significant departmental program. The Program Administrator has the authority to make independent decisions related to program administration and contributes to the strategic planning, design, development and implementation of program objectives, procedures, processes and standards. This position will support Dr. Puja Khanna's team. As the Clinical Director of Women’s Health of the Inflammatory Bowel Disease Center, her career has been defined by a steadfast dedication to advancing the care of patients with gastrointestinal disorders, with a particular focus on inflammatory bowel disease (IBD).

Responsibilities

Proposes, develops, coordinates, and organizes resources to meet program objectives.
Partners and collaborates with leadership and key stakeholders on the program's proposed scope and/or process changes. Responsible for developing or recommending process, improvement measures, coordinating program activities and timelines, and determining if resources meet program objectives and needs.
Supports training needs and implements applicable education, training, on-boarding and/or mentorship pertaining to the program. May include precepting pertaining to the program.
Researches, gathers, and summarizes data from various sources to evaluate program performance and/or program operations. Makes recommendations to management based on findings. May provide information to program participants, stakeholders, and/or cross functional teams.
Identifies growth opportunities and efficiencies impacting the program and/or department's success. Proposes and/or creates plans to achieve program objectives.
Maintains data system integrity and ensures quality assurance measures are followed based on departmental and/or program standard operating procedures. May provide ad hoc reporting to support recommendations observed through trend analysis for future planning and enhancements.
Monitors program to ensure appropriate governance and program compliance with internal policies and procedures as well as with local, state and federal laws; accreditation, professional and regulatory agency standards and licensure requirements as appropriate. Assists and coordinates with monitoring, communicating process or compliance changes, and implementing plans to update processes. May assist with, or take corrective actions, as needed.
Manages directors’ calendars, schedules meetings, coordinates appointments, and arranges travel. Prepares meeting agendas, takes minutes, drafts correspondence, reports, and presentations, and process expense reports.
Tracks project timelines, deliverables, and outstanding tasks; sends reminders to ensure deadlines are met. Assists with data collection, prepares summaries, and compiles supporting documentation.
Supports logistics for meetings and events, including room reservations, materials preparation, technology setup, and day-of coordination.
Coordinates communication across departments to ensure smooth workflow and serve as a central point of contact for internal and external inquiries.
Assists with budget tracking, expenditures, and purchasing requests; manage office supplies and equipment inventory.
Supports special projects or initiatives as assigned by directors or leadership.
Creates, schedules, and maintains social media content and digital announcement boards; manages the institute’s event calendar. Develops and distributes the monthly institute newsletter highlighting activities, events, and funding opportunities.
Plans and manages key conferences, including the IBD Women’s Health Conference (patient and provider tracks) and the IBD portion of the GI CME Conference. Responsibilities include project timelines, speaker coordination, agenda development, CME compliance, registration management, event logistics, budget tracking, and post-event reporting. Collects and summarizes feedback for continuous improvement.
Develops educational materials and patient communications for programs and events. Maintains and organizes educational content libraries, including slide decks, recorded talks, and other resources.
Manages marketing and outreach efforts, including social media campaigns, email communications, fliers, and registration portals. Assists with monthly newsletters for patients and coordinates with community partners to host educational events.
Coordinates collaborative initiatives with cross-institutional partners (e.g., WISDOM fertility study, nutrition projects, Microbiome research). Ensures website content, faculty bios, and program resources are current and aligned with branding standards.
Schedules and facilitates planning meetings, including agendas, minutes, and follow-up actions. Organizes and supports the Program Leadership Committee and sub-committees.
Collaborates with and represents the program to the department, research institutes, and other Cedars-Sinai administrative units, including Marketing and Community Relations.
Plans and coordinates annual academic and social events, retreats, and institute meetings attended by faculty and visitors. Prepares program documents and compiles data for local and national surveys and questionnaires.