Neuroscience Inst. Program Coord. (Full Time, Days)

Job Summary

The Neuroscience Institute Program Coordinator provides non-clinical leadership and supports Institute's operations ensuring efficient strategic operations, streamlined communication and successful execution of Institute initiatives. Key responsibilities include 1) the core responsibilities of providing high-level administrative and operations support to Institute/Program leaders; 2) Program Support; and 3) stakeholder coordination. Responsible for coordinating program development, new program launches and expansions, coordinating integration of multi-disciplinary Institute services across NCHS including Miami, Broward, Palm Beach, and Naples sites; supporting strategic growth initiatives and execution of key projects and services under the leadership of the Institute Executive Director. Works with Program Managers and Program Medical Directors to support operational needs and supports overall AA work for the group. 

Job Specific Duties

• Supports the Institute leadership in the coordination and administration of program related operational aspects of the Institute including planning, organizing, leading, and other activities.
• Provides administrative support – manages calendars, schedules complex meetings, prepares agendas, captures meeting minutes, creates presentations.  Maintains accurate databases, files and tracking tools
• Prepares, monitors and reconciles invoices and non-clinical purchasing activities.
• Coordinates scheduling for multidisciplinary meetings, advisory councils, and program committees.
• Supports recruitment, onboarding, and integration of new providers, residents, observers or fellows into the program
• Monitors program workflows and identifies opportunities for process improvements and supports day-to-day non-clinical operations across programs.
• Partners with clinical & administrative leadership, outreach and practice to streamline patient access and referral pathways.
• Responsible for data development and/or maintains dashboards and reports on program performance and key metrics. Tracks key metrics to support leadership decision-making and strategic planning. Supports quality improvement projects and accreditation processes.
• Assists in gathering market intelligence and competitor research.
• Collaborates and supports business manager and leadership in collecting the Institute’s operational, quality and/or financial data that may be part of the performance scorecard. Collaborates and supports business manager to populate, track and trend the Institute's KPIs and statistics.
• Supports philanthropic, community and physician outreach activities related to the Institute. Assists in coordinating logistics for community events, outreach, and partnerships including support with physician relations activities related to the Institute. May lead and coordinate Institute program events.
• Supports Program Managers and Executive Director in communicating with external relationships with organizations, schools, and advocacy groups supporting direct referral development strategies to advance relatonships and build intelligence. Represents the institute at community and professional events as directly aligning with the Institute(s).
• Provides support in maintaining current content for program marketing in collaboration with communications for Programs not supported by a Program Manager (Autism, etc.).
• Serves as a central resource for internal teams, external partners, and leadership. Supports with administrative oversight to ensure high-quality experiences for patients, families, vendors, and providers.
• Contributes to team culture and workflow improvements.
• Leads specific projects assigned or provides on-hands support to program initiatives from start to finish in collaboration with Institute leadership related to program development, growth, compliance/regulatory and process improvement.
• Presents program performance and updates to institute leadership. Supports leadership with annual program updates & program internal reviews.
• Supports and tracts the contract process related to the Institute programs.
• Assists with proper documentation and preparing travel pre-approval, travel and expense reimbursement with established guidelines for Institute leaders and Medical Director physicians.
• Participates and/or leads lean initiatives to improve processes to delivery higher quality, cost effective care, with greater customer service of which impact can be measured by way of metrics
• Accountable for phone/technology ordering and facilitating set up.
• Participates in Lean initiatives to improve processes to deliver higher quality, cost effective care, with greater customer service, and which impact can be measured by way of metrics.

Minimum Job Requirements

• Bachelor's Degree in Business, Healthcare, or related field  
• 1-3 years of prior experience in a healthcare setting

Knowledge, Skills, and Abilities

• Master’s degree preferred.
• Ability to communicate effectively verbally and in writing.
• Ability to interact effectively with multidisciplinary team.
• Working knowledge of database management and spreadsheet programs.
• Proficient in Microsoft Excel.
• Empathic communication and listening skills.
• Able to maintain confidentiality of sensitive information.
• Able to relate cooperatively and constructively with patients, families, and co-workers.
• Problem-solving, negotiation, conflict resolution, and effective use of personal authority.
• Ability to interpret, adapt, and react calmly under stressful conditions.
• Sensitivity and respect for cultural differences.