Serve as the program coordinator for the assigned program. Support leadership in the implementation and coordination, evaluation and planning of the programs short and long term goals. Serves as the primary program liaison responsible for day to day administration and operational issues such as data management, marketing and communications, outreach, annual conference coordination, education, and social media coordination. Maintain direct communication with key staff to assure interaction and information exchange among program components, project leaders, and among the professional and lay communities. Participate fully in the strategic planning process identifying areas of need and focus and translating portions of the annual plan in to well defined projects and programs w/ timelines and deliverables. Plan and execute projects in accordance with agreed upon project timelines.
Manages administrative functions and work flow within the program, utilizing office systems and resources in the most efficient manner possible. Serves as point of contact for information concerning activities of the program. Takes ownership of issues and concerns communicated to the and provides follow up to bring issues to conclusion. Ensures appropriate operational information regarding the program is communicated to appropriate staff. Provides oversight for the organization of files and records, the inventory of office and clinical supplies, and the processing of requisitions. Enforce compliance with Infection Control policies and procedures. Provide support for the development and distribution of marketing materials, including letters, and brochures. Supports, interprets and enforces CCHMC policies and procedures. Assure compliance with HIPAA, JCAHO and environmental policies and procedures.
Assists with fiscal responsibilities of the department as requested. Monitors budget expenditures; identifies and researches variances/problems. Assists in tracking and monitoring revenue, expense, and allocations. Manages related work queues such as billing and late charges. Provides applicable reports. Researches information for major purchases. Enters, reviews and analyzes data and produces summaries and recommendations. Manage the program's budget and payment of all related expenses. Has input into the yearly budgets, define goals, objectives, and outcome measures for the program. Perform monthly tracking of costs and expenditures and forecasts of upcoming costs and monitor utilization of fiscal resources and submit necessary budgetary revisions to meet programmatic needs.
Collaborate in an effective and timely manner with internal and external contacts to achieve program goals. Serve as a resource in appointment setting and follow up related to accommodating the needs of patients. Provide support, assistance, problem solving and information to parents and professionals. Answer, screen and direct phone calls, in-person inquiries or web or E-mail inquiries from parents and professionals. Update related communication materials as appropriate, including letters, forms, newsletters, web content and other marketing materials. Provide support for disseminating patient chart information. May attend clinics as necessary, assist with patient flow and provide necessary follow up to patients and clinicians.
Assist with the orientation and training of new program staff. Participate in improving organizational performance through identifying areas for improvement and potential approaches/activities for achieving improvement, perform new procedures, collect data and provide input to department discussions. Develop knowledge and professional skills through cross-training, literature and attendance at department meetings. Participate in establishing job requirements and goals; perform duties at the desired level of competency. Recommend approaches for improvement activities, recommend and perform new processes, collect and measure data, develop processes based on performance and communicate results.
Coordinate the marketing of the specialty program/center. Serve as point person for the Marketing & Communications team to facilitate content updates to the web site and help guide content development for brochures, social media properties and other marketing materials. Some creation of patient materials using established design templates. Work with the Marketing Department to further improve website visibility on the internet, including optimization of search engine results (Google, Yahoo) and other social media venues (e.g., Facebook, Twitter). Perform assessments of website for accuracy of data and information and perform content updates on a monthly basis. May develop a database, create and maintain relations of outside referral sources. Support and contribute to the community/outreach planning and reporting process.
Establish and maintain efficient and effective database management systems for programs. Maintain records of annual evaluations for accreditation purposes. Develop, distribute, collect and reviews data a variety of sources.
Using time efficiently and productively; prioritizing multiple tasks properly to meet deadlines; recognizing time constraints and adjusting work schedule to address them.
Recognizing when sufficient information has been obtained to make a decision; evaluating available alternatives and using sound thought processes and relevant experience to make the optimal choice in a timely manner; making difficult decisions even in highly ambiguous situations
Understanding and showing respect and appreciation for the uniqueness of all individuals; leveraging differences in others' perspectives and ideas; appreciating cultural differences and adjusting one's approach to successfully integrate with others who are different from oneself
Setting the stage for constructive relationships by being accessible, approachable, and interpersonally engaged; developing and sustaining meaningful and productive bonds with others based on mutual respect
Taking responsibility for guiding others' actions and providing direction to a group; stepping forward to take the lead in addressing difficult issues and making tough judgment calls
Proficiency in basic computer applications such as Microsoft Office (PowerPoint, Word, Excel), e-mail, and internet
·Independence and Teamwork
Ability to work autonomously, with independent judgment, as well as in a collaborative team environment.
Excellent verbal, written and/or interpersonal communication skills