Program Coordinator

Rochester Regional Health•Rochester, NY

5d•Onsite

About The Position

The Program Coordinator coordinates the activities and functions of a designated program to achieve its goals and objectives within established priorities, timelines, funding limits, and other requirements. The role may involve hiring and training team members, scheduling and coordinating projects, developing training programs, managing ongoing projects, and supervising team members in conjunction with a leader. Duties vary according to the assigned program and may include program operations, data and records management, recruitment, evaluations, reporting, accreditation support, onboarding, and coordination with internal and external partners. For residency programs, the coordinator maintains resident databases, program policies, alumni records, evaluation systems, schedules, reports, and documentation for accreditation site visits. The coordinator supports recruitment through ERAS and NRMP, arranges applicant interviews, and assists with work-hour audits and program quality reporting. For Physician Services and Physician Engagement, the coordinator maintains physician and practice information, supports recruitment and onboarding, coordinates candidate visits and itineraries, manages office communications, expenses and invoices, and prepares accurate reports. The role may also provide project-management and marketing-campaign support. For nurse recruiting, duties include arranging candidate visits, processing reimbursements, scheduling campus tours, managing candidate databases and program requisitions, preparing offer letters, and tracking accepted offers. For the College of Health Careers, duties include accreditation and institutional data collection, academic calendars and course administration, student onboarding and graduation coordination, vendor and software administration, student records and clinical placement information, and technology and facilities issue tracking. For the Clinical Laboratory Technology Program, the coordinator supports admissions, student communications and records, calendars and schedules, clinical rotations, academic platforms, outcome reporting, and program administration. The position is based at Lipson Cancer Institute – Rochester General in Rochester, New York. The schedule is 40 hours per week, with 8-hour shifts from 8:00 a.m. to 4:30 p.m.; there is no weekend rotation or on-call duty. The role is described as sedentary and primarily office-based. The posted pay range is $62,400 to $75,000 annually.

Requirements

For respiratory therapy assignments: Registered Respiratory Therapist (RRT) credential and New York State licensure.
For Clinical Laboratory Technology Program assignments: one year of administrative support experience, preferably in academic admissions.
Sedentary work involving prolonged sitting, with lifting limited to under 10 pounds; fine motor skills and clear visual and auditory ability are needed for computer, writing, and telephone tasks.
High cognitive and emotional demands, including sustained concentration, frequent interruptions, independent decision-making, and information processing.

Nice To Haves

Bachelor’s degree in a field related to the assigned area.
Demonstrated project-management and people-management ability.
Experience in an administrative or coordinator capacity.
One year of supervisory experience.
Excellent verbal and written communication skills.
For respiratory therapy assignments: two years of rehabilitation experience.
For Clinical Laboratory Technology Program assignments: bachelor’s degree.

Responsibilities

Coordinate, monitor, and potentially supervise team members’ activities.
Develop or recommend program goals and schedules, set priorities, and oversee daily operations within program specifications and funding limits.
Monitor program expenditures and ensure they remain within budget allocations.
Advise team members, assist with problem solving, answer questions about program goals and policies, and refer issues when appropriate.
Coordinate program activities with other programs and departments to support efficiency and compliance.
Evaluate program effectiveness, develop and implement evaluation methods, analyze results, and recommend or take appropriate action.
Develop and distribute program communications and promotional materials.
Develop and implement plans for team-member recruitment, hiring, orientation, and ongoing development.
Lead day-to-day program operations, meetings, quality-improvement activities, communication, and resolution of team-member or customer concerns.
Ensure program policies and procedures comply with regulatory and hospital standards and are understood and consistently implemented.
Maintain effective communication within the program, department, hospital, and community.
For applicable mental-health programs, serve 50% of the time as a primary therapist and support consumer needs through assessment, planning, and implementation; monitor budgeted visits and expenses and participate in peer review and quality improvement.
For residency programs, maintain resident database, policy manuals, alumni records, evaluation systems, schedules, statistics, and reports; support semi-annual evaluations and quality reporting; coordinate recruitment, interviews, applicant ranking, site-visit documentation, and work-hour audit support.
For Physician Services, maintain physician and practice records and policy manuals; maintain physician background-check files; liaise with community resources and residency coordinators; support recruitment and onboarding; coordinate candidate travel and visits; manage office calls, expenses, invoices, and reports.
For Physician Engagement, support recruitment and onboarding staff, assist with onboarding itineraries, manage expenses and invoices, prepare reports, provide project-management support, and assist with recruitment-marketing campaigns and outreach materials.
For nurse recruiting, coordinate candidate visits and reimbursements, schedule student campus tours, manage candidate databases and nursing-program requisitions, prepare Excel nursing intern offer letters, and track accepted offers.
For the College of Health Careers, collect and verify accreditation and IPEDS data; manage academic calendars, courses, assignments, and grades; coordinate student onboarding and graduation; manage third-party vendors and educational software; support accommodations, student records, clinical placement data, and technology troubleshooting; and track work orders.
For the Clinical Laboratory Technology Program, support admissions and student communications; maintain student rosters and academic calendars; coordinate orientations, classes, clinical rotations, and graduation; maintain academic materials; support student engagement and outcome reporting; coordinate with the program director and instructors; and track work orders.
Perform other duties as assigned.