Residency/Fellowship Program Coordinator (1109108_RR00073739)

NYU Langone Health is a world-class, patient-centered, integrated academic medical center, known for its excellence in clinical care, research, and education. It comprises more than 200 locations throughout the New York area, including five inpatient locations, a children's hospital, three emergency rooms and a level 1 trauma center. Also part of NYU Langone Health is the Laura and Isaac Perlmutter Cancer Center, a National Cancer Institute designated comprehensive cancer center, and NYU Grossman School of Medicine, which since 1841 has trained thousands of physicians and scientists who have helped to shape the course of medical history. At NYU Langone Health, equity, diversity, and inclusion are fundamental values. We strive to be a place where our exceptionally talented faculty, staff, and students of all identities can thrive. We embrace diversity, inclusion, and individual skills, ideas, and knowledge. For more information, go to nyulangone.org, and interact with us on LinkedIn, Glassdoor, Indeed, Facebook, Twitter, YouTube and Instagram.

Position Summary:

We have an exciting opportunity to join our team as a Residency/Fellowship Program Coordinator.

In this role, the successful candidate (Grant Funded Position: Employment subjected to available grant funding through FY27)

Responsible for providing administrative support to the Learner Health Promotion Team, Departments of Nursing; helps to ensure the smooth management and functioning of the operations of the Departments of Nursing, Learner Health Promotion with regards to the Holistic Integrative Health Fellowship and other Training Programs. Provides administrative support to the Chief Nursing Officers/Learner Director of Health Promotion, System Senior Director of Nursing Wellness, Nurse Manager for Integrative Health, Program Manager for Learner Health Promotion, and clinical team to include occasional coverage for office personnel as needed and other responsibilities as assigned. Full-spectrum responsibility for coordinating virtual and in-person educational events inclusive of entering, monitoring, and maintaining electronic education system, payment, continuing education, and attendance process.

Job Responsibilities:

• Performs other duties as assigned.
• Coordination of Education Programs - Prepares and facilitates requirements of trainees and all fellowships approved and authorized the department.
• Oversees the implementation of the logistics of Fellowship Program and other training programs. Oversees and coordinates staff evaluation process in a web-based environment. Prepares credentialing and on boarding for all fellows and trainees. Serves as the primary contact for the Lerner Health promotion fellowship and training programs ensuring all is coordinated, well-integrated program.
• Assists team in preparing letters of recommendation for current and past participants in the program. Submits invoices and receipts for program expenditures to Director and Department Administrator for budget monitoring. Coordinates all communication issues for fellows and trainees; develops and oversees phone and email systems to ensure efficient and timely management of communications among the staff and fellows/trainees. Maintains a supportive environment conducive to learning and growth.
• Support services - Provides administrative support services to the clinical and leadership team to facilitate the efficient operation of the training and fellowship programs.
• Ensures that all support functions for the fellowship and training programs are completed on a daily basis. Plans and coordinates interrelated activities effectively and efficiently according to schedule. Handles confidential matters with appropriate discretion and urgency. Screens, monitors and disseminates communication, including mail, phone, and other inquiries both internally and externally. Makes requests and works with other departments and areas, allowing them sufficient time to reply; in turn, responds quickly in order to ensure efficient coordination of activities. Prepares all materials in an appropriate and efficient manner through the efficient utilization of computer, further develops computer skills.
• Facilitates petty cash reimbursements; prepares and processes Purchase Requisitions, Check Requests, IOIs and related invoices to all areas of the education and fellowship programs. Prepares and updates the academic calendar for the program.
• Cooperates with other team/staff to ensure the smooth functioning of the Education. Works closely and harmoniously with team/staff members to include providing occasional coverage as needed for office personnel and participates in team/staff meetings and decision making.
• Sets up and maintains documentation and complex records for the leadership team. Maintains records in an organized and up-to-date manner; utilizes a filing system which allows for a prompt retrieval of all information. Completes filing accurately and promptly.
• Oversee all virtual training platform function inclusion of creating new events, monitoring payments, reimbursements, and refunds, the attendance process, the continuing education process, and communication with participants. Maintain a system administrator role for the education platform.
• Keep internal and external websites up-to-date.
• Create analytic reports on education programs.
• Track attendance and progress of trainees and fellows in an excel database and provide frequent status reports.
• Schedule Rooms, Order Catering, prepare supplies for training programs.

Minimum Qualifications:

To qualify you must have a BA Degree plus 2-3 years of responsible office administration experience, or equivalent combination of education and experience; excellent communication, interpersonal, computer and organizational skills.

Preferred Qualifications:

Experience coordinating multiple education and training projects. Experience working with high level of autonomy with limited supervision and capacity to anticipate needs and address them without direction. Strong communication written and verbal communication skills. Experience working with short and long timelines and connecting tactical work to more global deliverables.

Qualified candidates must be able to effectively communicate with all levels of the organization.

NYU Langone Health provides its staff with far more than just a place to work. Rather, we are an institution you can be proud of, an institution where you'll feel good about devoting your time and your talents.

NYU Langone Health is an equal opportunity and affirmative action employer committed to diversity and inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration without regard to race, color, gender, gender identity or expression, sex, sexual orientation, transgender status, gender dysphoria, national origin, age, religion, disability, military and veteran status, marital or parental status, citizenship status, genetic information or any other factor which cannot lawfully be used as a basis for an employment decision. We require applications to be completed online.

If you wish to view NYU Langone Health's EEO policies, please click here. Please click here to view the Federal "EEO is the law" poster or visit https://www.dol.gov/ofccp/regs/compliance/posters/ofccpost.htm for more information.

NYU Langone Health provides a salary range to comply with the New York City Law on Salary Transparency in Job Advertisements. The salary range for the role is $30.55 - $48.57 Hourly. Actual salaries depend on a variety of factors, including experience, specialty, education, and hospital need. The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits.

To view the Pay Transparency Notice, please click here