Job Description
The Program Coordinator will play a crucial role in the Department of Pediatrics, Office of Medical Education, by leading the development and implementation of Equity, Diversity, Inclusion, and Compassion and Wellbeing (EDICW) initiatives. Reporting to departmental leadership, the Coordinator will collaborate closely with medical education programs to promote EDICW projects across all levels of the department. This position involves organizing events for trainees and faculty, curating the department’s presence at regional and national EDICW conferences, helping develop, monitor, and lead EDICW programs, managing, tracking, and helping evaluate EDICW initiatives throughout the department, and working with HR, leadership, and various teams to integrate EDICW principles into recruitment, onboarding, training, career development, career satisfaction, and retention processes.
The program coordinator will coordinate the daily operations of the program, acting as a key resource for program leaders and administrative liaisons. Responsibilities include managing and organizing activities to ensure the program runs smoothly. This role is responsible for the daily operations and decision making that supports a specific program or initiative. The coordinator will be responsible for planning, organizing, and controlling processes to achieve program objectives within scope, time, quality, and budget constraints.
Essential Job Functions:
Partners closely with the Department of Pediatrics leadership teams, including the Associate Vice Chair of EDI, the Associate Vice Chair of Compassion and Wellness, and the Associate Director of Medical Education to implement Department Programs and initiatives.
Acts on behalf of both Associate Chairs, establishing priorities, addressing administrative issues, responding to EDI and wellbeing-related inquiries, managing projects, and performing other duties as assigned.
EDI
Coordinates all aspects of annual Student National Medical Association (SNMA) and Latino Medical Student Association (LMSA) conferences. SNMA Regional, LMSA Regional and LGBTQ+ conferences, including ordering room blocks, coordinating trainee attendance, partnering with the Associate Chair for Diversity and Inclusion to coordinate conference attendance, ordering and shipping materials, and managing on-site activities.
Oversees and plans Underrepresented in Medicine (URiM) programs including the Visiting Medical Student Program, URiM Welcome Event, and URiM Residency and Fellowship Recruitment Panels by organizing logistics, finding locations, managing contracts, sending invitations, managing RSVPs, arranging menu and decorations and developing mentorship plans.
Leads Fostering Equity and Allyship Through Simulation-based-education (FEATs) and Health Equity Rounds (HER) program coordination, including scheduling sessions, booking rooms, ordering food, sending reminders and materials to participants, and conducting follow-up evaluations.
Serves as the administrative lead for the Education EDI Committee and the Pediatric Resident and Fellow Diversity Committee, ensuring monthly meetings are scheduled, rooms are booked, and agendas are set.
Manages communication and outreach efforts, partnering with Marketing, Residency, and Fellowship Program Managers to oversee social media, website content, and the Pediatric Medical Education newsletter to align with EDI and URiM initiatives.
Compassion
Implements and supports wellbeing initiatives, including physician and trainee engagement programs, serving as the hub for communication to foster open dialogue and develop action plans across regions and divisions.
Coordinates wellbeing events and programs, handling logistics such as scheduling, room bookings, food orders, sending reminders, conducting follow-up evaluations, and managing budgets for conferences, seminars, and webinars.
Composes and drafts documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; performs substantial editing and fact-checking. Creates, maintains, modifies, and/or ensures accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites. Conducts ongoing needs assessments and uses tools like Qualtrics, RedCap, and Excel for tracking and reporting.
Oversees and/or process a variety of financial transactions; produces, monitors, and reconciles budget statements; researches, identifies, and resolves discrepancies.
Other duties as assigned.
1.Coordinates the daily operation of departments to confirm that assigned programs are completed according to specifications, budgets, and timelines.
2.Plan and takes proactive steps to minimize delays in delivery.
3.Coordinate communication with customers/clients to arrange meetings, confirm program schedules, and discuss any program problems.
4.Assist in documenting and maintaining registry, database, of client/program information. May include facilitating collection, tracking, and reporting of data and other project activities in a timely manner to demonstrate impact for internal reporting, grant applications, stewardship reports and other related requests.
5.Regularly communicates with management regarding the program’s status and any problems or potential problems.
6.Assists in scheduling delays and develops alternate plans.
7.Ensure that the services provided reflect the needs and expectations of the program.
8.Assist with the collection of feedback from members, volunteers, and staff to improve future programs/services.
9.Coordinate activities in special events that publicize the organization and its programs to the community.
10.Performs other related duties as assigned.
Knowledge skills and abilities
• Bachelors degree in related field required.
• At least two years of related experience required.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong analytical and problem-solving skills.
• Strong supervisory and leadership skills.
• Ability to function well in a high-paced and at times stressful environment.
• Proficient with Microsoft Office Suite or related software.
Pay Range
$59,280.00-$96,928.00 Salary