NYU Grossman School of Medicine is one of the nation's top-ranked medical schools. For 175 years, NYU Grossman School of Medicine has trained thousands of physicians and scientists who have helped to shape the course of medical history and enrich the lives of countless people. An integral part of NYU Langone Health, the Grossman School of Medicine at its core is committed to improving the human condition through medical education, scientific research, and direct patient care. 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 med.nyu.edu , and interact with us on LinkedIn , Glassdoor , Indeed , __Facebook , Twitter and Instagram .

Position Summary:

We have an exciting opportunity to join our team as a Program Coordinator. The Program Coordinator is responsible for the organization, coordination, and development of multiple admissions related projects focused on interview day plans and processes. The position requires the ability to function independently, manage multiple projects concurrently, assume responsibility for their daily management, and be prepared to gather information or data quickly and effectively. The position also requires some administrative responsibilities. This position reports directly to the Director of Admissions and Financial Aid.

Job Responsibilities:

Program Coordination:

  * Facilitates coordinating and maintaining ongoing projects for the Office of Admissions and Financial Aid. Proactively monitor progress, resolving issues, and initiating appropriate corrective action when necessary. 
  * Provides support to the Director of Admissions and Financial Aid and Associate Dean for Admissions and Financial Aid for any new and ongoing projects on a daily basis. Ensures the objectives and deadlines of all projects are clearly defined and met in a timely manner.
  * Communicates any new updates, developments, issues, or concerns to the Director of Admissions and Financial Aid.
  * Coordinates all aspects of the medical student interviews from start to finish including but not limited to the following responsibilities: 
    1. Setting up the interview days in the AMP and Kira systems including the correct dates and number of applicants for the entire season. 
    2. Reaching out to all Executive Leadership, Faculty, Staff, and Students in mid-summer to start scheduling our faculty interviewers for the season and training sessions. 
    3. Scheduling and confirming interview dates with faculty, staff, and students ensuring each interview day has the correct number of interviewers and ensuring diversity among each interview day. 
      1. Following up with calendar invites and confirmation emails prior to the interview day. 
    4. Greet, troubleshoot, and manage all interviewers and applicants on each interview day to maintain a smooth and successful interview season. 
    5. Create and disseminate guides and instructions for interviewers to follow prior to and on interview day. 
    6. Have a complete understanding of the MMI, the format, and how to answer questions from faculty and applicants. 
  * Develops strategies and tactics to identify opportunities for improvement in the Office of Admissions & Financial Aid.
  * Track and ensure receipt of all required documentation on accepted students for the incoming class. This includes coordinating and receiving all transcripts, background information with Profit, housing, and student health information prior to deadlines and following up with students who do not submit by the deadline. 
  * Manage the AOA (Alpha Omega Alpha) selection process for our graduating students and numerous AOA programs that are available to throughout the year for students, residents, and faculty. 
    1. Prepare and disseminate AOA documents for faculty for review. Compile scores and provide updates to our Senior Data Analyst. 
    2. Schedule sub-committee meetings with AOA faculty to discuss scoring.
    3. Follow up with all parties once final AOA class has been determined. 
    4. Message and remind NYUGSOM class of AOA programs in which they can apply to. Assist in collecting their application materials and submitting to necessary parties for review. 
    5. Work with the Associate Dean and Director at expanding the presence of AOA in the institution. 
  * Proactively manage all aspects of projects including setting goals, assessing scope, preparing a project plan and timeline, and implementing recommendations. 
  * Works closely with AMP (application management platform) and Kira (virtual interview platform) to monitor necessary updates or functionality issues throughout the year. 
  * Assists in coordinating recruitment events and our annual Revisit event for accepted students.
  * Identifies opportunities for improvement and new projects within Admissions and Financial Aid that align with the objectives of the office and the institution. 
  * Works collaboratively with internal and external offices to help advance the strategy, goals, needs, and objectives of NYU Grossman School of Medicine and the Office of Admissions and Financial Aid. 
  * Assists team with any and all admissions and financial aid related workflows including interview day, admissions inbox emails, ambassador assistance, and planning. 
  * Is familiar with the responsibilities of other coordinators in the office and fills in/cross covers during vacations, absences, or busy seasons. 
  * Understanding of the medical school admissions processes, requirements to be able to assist applicants with questions. 
  * Collaborates with and maintains positive relationships with all contributors to the admission process including faculty, Deans, Staff/Management within the Offices of Student Affairs, Medical Education, and Diversity Affairs. 
  * Updates job knowledge by participating in educational opportunities related to our education efforts; maintain professional networks; participate in professional organizations. 
  * Provides administrative support for the Office of Admissions and Financial Aid to maintain and improve the workflow level and efficiency. 
  * Coordinates the scheduling of meetings for the Associate Dean of Admissions and Financial Aid. Ensures the proper resources for meetings such as room reservations, A/V, virtual Zoom or Webex Meetings, etc. 
  * Manage the calendar while making complex scheduling arrangements involving multiple parties. Ensures there are no calendar conflicts and if they arise, resolve those conflicts in a timely and efficient manner. 
  * Prepares, manages, and tracks all accounts payable documents to ensure compliance and minimize errors. Reconciles P-card activity, submit purchase orders, and prepare faculty reimbursements. Tracking and reconciliation of expenses such as catering, supplies, and travel. 

Supervision:

  * Accomplishes objectives for the Office of Admissions & Financial Aid by planning, coordinating, and facilitating projects from start to finish. 
  * Coordinates and enforces systems, polices, procedures, and productivity standards.
  * Establishes strategic goals by gathering pertinent business and operational information.
  * Contributes to team effort by accomplishing related results as needed.

Program Coordinator Skills and Qualifications:

  * Effective planning, development of new initiatives and ideas, vision, time management, close attention to detail and the ability to plan ahead, ability to work under pressure, strong interpersonal skills including excellent written and verbal communication.

The program coordinator should have:

* Strong project coordination, organization, motivation, and time management to complete projects. 
* Technology skills with the ability to quickly learn new platforms as they are utilized.
* Proven ability to work on several projects simultaneously and under tight schedules. 
* Ability to multi-task while paying attention to details.
* Excellent oral, written communication, and interpersonal skills. 
* Ability to work independently, and prioritize tasks.
* The ability to contribute to a sense of community amongst the members of the team.
* Good knowledge of program and project management methods.
* The ability to find ways of solving or pre-empting problems. 
* Advanced skills with Office Suite (Microsoft Excel, PowerPoint, Word, and Outlook).

Minimum Qualifications:

To qualify you must have a Bachelor's degree or equivalent in business administration, health care administration or related field or an equivalent combination of education and relevant experience. Proficiency in using various Microsoft Office applications such as Word, Excel, Access, PowerPoint and Outlook. Familiar with Internet applications. Effective oral, written, communication, interpersonal skills. Ability to interface effectively with all levels of management and must work and communicate effectively with both internal and external customers. Ability to work within a team environment as well as independently. Time management skills and ability to work well under pressure. Ability to Project/Program manage and to multi task while paying attention to details.

Preferred Qualifications:

Bachelors degree in Communications, Business, or related field.
Minimum of 3 years of related experience in an office setting or the equivalent combination of education and experience.

The program coordinator should have:

* Strong project coordination, organization, motivation, and time management to complete projects. 
* Technology skills with the ability to quickly learn new platforms as they are utilized.
* Proven ability to work on several projects simultaneously and under tight schedules.
* Ability to multi-task while paying attention to details.
* Excellent oral, written communication, and interpersonal skills.
* Ability to work independently, and prioritize tasks.
* The ability to contribute to a sense of community amongst the members of the team.
* Good knowledge of program and project management methods.
* The ability to find ways of solving or pre-empting problems.
* Advanced skills with Office Suite (Microsoft Excel, PowerPoint, Word, and Outlook).

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

NYU Grossman School of Medicine 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 Grossman School of Medicine 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 Grossman School of Medicine'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 state Law on Salary Transparency in Job Advertisements. The salary range for the role is $62,400.00 - $74,620.00 Annually. 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

Required Skills

Required Experience