Program Coordinator, Preventive, Occ & Envir Med

Description

JOB SUMMARY

Responsible for multiple high-level administrative functions for the Occupational and Environmental Medicine (OEM) Division Chief, and other faculty as assigned. Provides highly skilled professional duties to complex grant funded programs and the Department of Preventive, Occupational and Environmental Medicine. The Program Coordinator oversees the day-to-day operations of the administrative staff within the department and works collaboratively with faculty, staff and grant stakeholders to fulfill grant and departmental requirements. This person makes independent decisions and works with limited supervision.

MAJOR RESPONSIBILITIES/DUTIES/CRITICAL TASKS
• Provide executive administrative support for the OEM Division Chief and other faculty as assigned including outlook calendaring, and departmental meeting minutes.
• Assist OEM Division Chief with financial reporting for department.
• Perform all purchasing, requisition and travel related duties according to institutional guidelines.
• Account reconciliation for numerous accounts within the department.
• Assists practitioners with submissions of credentialing to Medical Staff Services along with renewal of licenses, fit testing, PAPR testing and mandatory training.
• Prepares leave slips and serves as a liaison between providers, timekeeping, and clinic staff.
• Communicates with other departmental and UTHSCT personnel regarding provider absences.
• Complex grant management.
• Facilitate communication and collaboration between project partners and other resources.
• Ensure proper application of internal controls.
• Supervision of other departmental administrative staff.
• Plan and carry out grant programs according to approved specifications and protocol.
• Act as a liaison between program sponsors and partners including but not limited to regular conference calls, meeting coordination and reporting.
• Participate in internal meetings and conference calls as requested by departmental and grant leaders.
• Prepare budgets and perform contract accounting and reconciliations according to institutional and sponsor requirements.
• Participate in committees, meetings, conferences and workshops as a presenter, exhibitor and/or attendee.
• Adhere to internal controls and grant requirements established for the department and institution.
• Provide data and participate in data analysis for evaluation efforts.
• Maintains all contracts in the department by using Symplr Contract. Contracts include all outside vendors, hotel lodging and catering, exhibit agreements, client companies, attorney cases, etc.
• Organizes a biennial conference for local and national participants.
• Assists the Resident Program Manager with organization of the biennial OEM Graduation Ceremony.
• Works with OEM division chief and POEM faculty to increase visibility of TIOSH to business partners within the East Texas community and beyond.
• Works with partners on the national level (e.g. NIOSH) to create collaborative endeavors that will elevate the TIOSH brand and the POEM department.

ACCOMPANYING KNOWLEDGE/SKILLS/ ABILITIES AND COMPETENCIES
• Fosters open communication with staff; engages staff to build teamwork.
• Closely monitors accountability and competency issues; recommends additional training as needed.
• Provides backup and cross training to ensure coverage of essential functions.
• Develop and maintain knowledge of Departmental activities and grant activities as assigned.
• Coordinate logistical/administrative aspects of assigned grants, and assigned Departmental duties.
• Conducts employee performance appraisals and otherwise evaluates employees reporting to this position assists with preparing and submitting reports as indicated.
• Other duties as assigned.

Qualifications

MINIMUM REQUIRED EDUCATION/EXPERIENCE

Required:
• Bachelor's degree in related discipline.
• Advanced Microsoft office proficiency, including but not limited to: Word, Excel, PowerPoint, Access, and Outlook.
• Other software includes SharePoint, Internet, Peoplesoft, Symplr Contract, Microsoft Word, Excel, PowerPoint, and other software required by the department and its Programs.
• Excellent written and verbal and interpersonal skills.
• Organizational abilities to coordinate.
• Knowledge of licensing regulations for both temporary and permanent physician license in the State.
• Ability to make decisions based on sound judgment and discretion while working under pressure.
• Ability to independently problem solve.
• Ability to be flexible and work well in a variety of situations.
• Oversight and direction of workflow as necessary regarding administrative paperwork, records, and complex filing systems to support programs while maintaining confidentiality.

Preferred:
• Master's degree in business administration, education, health administration, public health, social sciences or other related field.
• 5-10 years of experience in a hospital setting providing account management, travel coordination, customer service, program coordination activities or other position requiring excellent interpersonal communication.
• Demonstrated ability to perform multiple administrative functions and conduct outreach for diverse audiences.
• Medical Terminology.