Clinical Program Coordinator

The University of Miami/UHealth Department Anesthesiology has an exciting opportunity for a full-time The Clinical Program Coordinator (H)to work in Miami, FL.  The Clinical Program Coordinator (H) assists in the development, organization, production, and evaluation of various departmental program offerings within the assigned unit. Moreover, this employee provides general oversight to daily program activities in support of the University’s mission. The Clinical Program Coordinator (H) may also monitor the financial performance of programs to meet departmental goals and assists with short-and long-range budgetary planning.

 CORE JOB FUNCTIONS                                                                                                                                    

• Evaluates program effectiveness, analyzes results, and recommends appropriate action.

• Coordinates clinical program activities with other departments and staff to ensure optimal efficiency.

• Serves as a main point of contact to facilitate communication between stakeholders.

• Develops collaborative partnerships across teams and/or patients to streamline processes and enhance departmental productivity.

• Trains, develops, and empowers staff to effectively perform their jobs.

• Develops program/departmental communications and may involve promotional materials for distribution.

• Prepares reports which may include financial statements, and records for management or outside agencies.

• Ensures confidentiality of patient and hospital business information.

• Coordinates the maintenance of established supply levels in designated areas, as needed.

• Adheres to University and unit-level policies and procedures and safeguards University assets.

Department Specific Functions

• Primarily exercises discretion and independent judgment in daily activities and should be able to work with minimal supervision.

• Completes special assignments requiring collecting, organizing, and analyzing data which may be the basis for significant decisions.

• Provides administrative support to the Division Chief of Solid Organ Transplant, Division Chief of OB, and the members of both divisions and 16 Faculty Attendings.

• Performs complex assignments and resolves issues and problems referred by physicians or the supervisor.

• Ensures completed work products meet required timelines and standards of quality and quantity.

• Resolves unique situations where each contact must be handled differently using judgment discretion.

• Preparation of presentations, publications (articles and books), operational reports and grants.

• Responsible for coordinating and taking minutes for the Liver and OB division meetings.

• Prepare PowerPoint presentations, update CVs in the University Digital measure website, and lecture material for residents for both divisions, write recommendation letters.

• Assist in the designs and implementation of communication improvements, monitoring, or enforcement of compliance standards.

• Responsible to compile, review and enter the daily clinical assignments and monthly call schedules for the Transplant and OB divisions.  Advise the Division Chiefs, Director and Senior Manager of any coverage issues. Responsible for reviewing and entering any changes in the scheduling system QGenda.

• Prepare and distribute via email the daily JMH on-call schedule for Attendings, Residents and CRNA.

• Act as back-up for the other Clinical Program Coordinator at JMH, back-up for Senior Program Coordinator at UMH.

• Assist with the residents and fellows monthly call schedules and rotations for the Liver and OB divisions.

• Assist with month on-call schedules and rotations at Jackson South.

• Handle all 2nd calls at Jackson Main, to ensure all calls are filled and if not covered, will find appropriate coverage.

• Maintains the calendar of the 2 Division Chiefs, provides routine and general clerical support or medical-related support which may include patient care, student service, reports, and statistics.

• Run the monthly daily sum reports for Jackson South, Jackson North and Jackson West.

• Answers telephones, take messages, answer routine questions, and transfer calls to appropriate individuals.

• Greets visitors and callers, handle their inquiries, and direct them to the appropriate person according to their needs.

• Orders office supplies.

• Composes correspondence or selects standardized formats.

• Prepares financial forms (Reimbursements via workday, purchase order, work orders, check requisitions, etc for department).

• Responsible for new Faculty orientation, on-boarding and off-boarding.

• May provide ancillary support to physicians, clinical activities, business services, student services, etc.

• Performs other duties as assigned.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

 CORE QUALIFICATIONS                                                                                                                                    

• Bachelor’s degree in relevant field required

• Refer to department description for applicable certification requirements

• Minimum 2 years of relevant experience required

• Learning Agility: Ability to learn new procedures, technologies, and protocols, and adapt to changing priorities and work demands.

• Teamwork: Ability to work collaboratively with others and contribute to a team environment.