Program Coordinator, Quality & Safety

The American College of Obstetricians and Gynecologists (ACOG) is seeking a Program Coordinator to assist in the administrative operations of their programs. This role involves supporting project planning, invoice management, scheduling, and event planning to enhance patient safety and healthcare quality.

Responsibilities

• Participate in annual PSO workforce training
• Support the efforts of the team by collaborating with staff
• Maintain strict confidentiality and security of PSWP in compliance with federal regulations
• Perform administrative duties, including responding to phone and email inquiries, processing daily mail and coordinating special mailing and distributions, and assisting with travel arrangements
• Schedule staff meetings, reserve meeting rooms, and develop meeting agendas
• Participate in the operation of a Patient Safety Evaluation System (PSES)
• Monitor inventory and request QiA office supplies, as needed
• Provide phone and email coverage for department staff and program accounts; monitor and appropriately distribute departmental email and other inquiries
• Draft and distribute correspondence, reports, and meeting minutes
• Monitor QiA email accounts. Triage, respond to, and/or forward emails
• Support program’s social media accounts and web presence in collaboration with program staff, as directed
• Maintain QiA databases, rosters, and distribution lists
• Prepare, process, and log all department invoices as well as staff and volunteer reimbursement requests; review expenditure reports, as requested
• Provide logistical support for trainings, workshops, exhibits, and other events within scheduled deadlines, including but not limited to prepare, distribute, and order relevant materials and/or equipment; prepare and monitor packages for shipment to and from meetings, exhibits, and sites; reserve and arrange meeting space; and manage audio, visual and catering arrangements
• Prepare and monitor timelines and checklists for meeting logistics and follow-up
• Create and distribute meeting notices, forms, and all other meeting-related communications and materials
• Provide excellent customer service to all internal and external inquiries. Communicate tactfully, diplomatically, and with discretion with a variety of stakeholders from various backgrounds, educational levels, experience, and interests
• Provide support and regular updates, advising leadership of potential problems
• Troubleshoot miscellaneous technical difficulties and facilitate assistance when needed from ACOG IT staff
• Manages electronic files and tracking systems to ensure compliances with ACOG policies and best practices
• Assist in development, distribution and promotion of program materials and respond to member and public request for materials
• Perform other duties as assigned
• Support QiA invoice management, coordinating with ACOG departments as necessary
• Coordinate travel arrangements for VRQC staff and Qualified Experts
• Support coordination and delivery of QiA educational events through collaboration with QiA staff, ACOG departments, vendors, and consultants
• Submit and monitor internal tickets to coordinate and maintain QiA landing page and external website content
• Maintain QiA materials in alignment with evolving organizational branding guidelines
• Maintain operational databases to ensure projects are being managed efficiently

Skills

• Strong interpersonal, oral and writing communication skills
• Strong attention to detail
• Ability to effectively plan and organize work
• Strong computer skills including proficiency in Microsoft Office Suite and familiarity with Adobe Acrobat Reader
• Ability to travel, sometimes overnight and for several days
• High School Diploma required
• Minimum of 1 year of experience in an office support setting
• Previous website content management or other social media experience preferred but may not be required depending on the specific program
• Invoice processing experience and understanding of billing practices preferred

Benefits

• Paid Parental Leave
• Breastfeeding Friendly Workplace
• Flexible work schedule
• Commuting Allowance
• Generous Paid Time Off
• Holiday Pay
• Life Insurance
• Community Volunteering Opportunities
• Generous 401(k) Company Contributions
• Medical, Dental, and Vision Insurance
• Learning Opportunities and Tuition Reimbursement
• Company-Sponsored Team Outings
• And more!

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