Program Coordinator - Neuro Oncology

The Program Coordinator position is to provide highly responsible administrative support in planning, organizing and coordination for the NeuroHealth Initiative (NHI) Program operations.  This position supports the Program Director, Program Manager, Core Leaders, and members of the multi-departmental NHI Program; it also, impacts the overall efficiency and productivity and helps create opportunities to enhance the mission and vision of the program.

KEY FUNCTIONS

Programs Management (30%)

• Implements and manages new and current projects within the NHI Program.  
• Communicates with the clinical leads to facilitate seamless functioning of the program between the home clinics and Brain and Spine
• Maintains and keeps abreast with the program database and communicates any issues that may arise.
• Develops and updates reports and materials for the quarterly and annual meetings of the program in collaboration with the Program leads.
• Prepares graphics, charts and tables, designs, and assembles material for presentations; initiates and compiles reports; designs event invitations, agendas, presentations, and other support materials.
• Communicates with other departments and sponsors to implement NHI Programs objectives
  Facilitates development of detailed professional proposals including strategic, and annual operating plans with the Program leads.
• Assist the program with marketing activities to include the development of related brochures, advertisements, etc.
• Maintains current knowledge of expenditures and reimbursement guidelines on NHI-Stride account.

Programs Coordination (70%)

1. Meetings

• Activities include clinic and laboratory meetings, executive and core leader meetings, and program conferences, and other ad hoc meetings or events as necessary.
  
• Secures room reservations and ensures proper room set-up/break-down
  
• Orders and confirms catering
  
• Ensures speaker confirmation
  
• Sends meeting invitations
  
• Creates/sends agendas
  
• Transcribes and distributes minutes
  
• Coordinates outreach activities of program, including maintaining contact databases and distribution lists, and assisting with updates to the program website.
• Maintains master calendar for program functions, and may assist with calendaring for leaders and director.
  
• Maintains database of attendance and participation in meetings

2. Coordinates Research Symposiums

• Support the program in coordination annual research retreat. This includes submission of program approval plan, primary communication with Keynote speaker, promotion of event within the division and institution, and logistical support (i.e. schedule rooms and audio-visual equipment, place catering orders, design and distribute flyers, and follow-up).
• Coordinate planning meetings for retreat members and maintain event timeline.
• Assist retreat planning members with coordination of abstract submissions, poster session setup and event day operations.
• Serves as a liaison and subject matter expert for event coordination resources, including catering.

3. Publications/Presentations

• Ensures completeness and incorporation of all supporting documentation prior to submitting for approval
• Coordinates publication process, establishing, and monitoring projects to complete publication requirements and deadlines in a timely and complete manner.
• Assembles and organizes research material into usable formats.
• Prepares, types, and revises marketing materials when applicable utilizing specialized software (Microsoft Office Suite and EndNote) 
• Submits manuscript and other materials to Scientific Publications for review and editing.

4. Financial 

• Complies with institutional policy and procedure relating to monitoring and spending of funds
  
• Prepares and submits timely and accurate reimbursement
  
• Performs necessary calculations.
• Provide financial reporting and procurement assistance to program leads.         

Other duties as assigned