Program Coordinator II-MSH/SSVS-21015-ISM-003

Mount Sinai Health System•New York, NY

13d•$64,527 - $74,250

About The Position

The Program Coordinator II will provide comprehensive administrative, operational, and programmatic support for research education initiatives within the Department of Radiology, BMEII Institute at the Icahn School of Medicine at Mount Sinai, working under the supervision of Dr. Bachir Taouli. This position requires knowledge of institutional policies and procedures, strong organizational skills, and the ability to support multiple complex programs simultaneously. The role will support clinical research operations, research education activities, faculty and trainee programs, executive-level administration, and lab operations, serving as a central resource for researchers, fellows, residents, and faculty.

Requirements

Bachelor’s Degree or equivalent combination of education and relevant experience.
Exceptional attention to detail and accuracy/precision is a must — must have a strong eye for reviewing materials and be extremely thorough and consistent.
Excellent organizational skills, with the ability to manage, prioritize, and execute multiple tasks and projects simultaneously.
A willing and quick learner who can rapidly absorb new information, adapt to changing needs, and consistently uphold high standards of quality.
Strong proficiency in Microsoft Office Suite and Zoom.
Strong interpersonal skills and excellent written/oral communication skills, including the ability to collaborate effectively with physicians, researchers, trainees, and external partners — especially in written communication and email correspondence.

Nice To Haves

Experience with high-level calendar management.
2–3 years of experience coordinating activities in a department, office, or programmatic environment.
Experience administering program activities within an academic, clinical, or research setting, or related professional experience.

Responsibilities

Provide executive-level support to Dr. Taouli, including calendar management, clinical scheduling coordination, and academic day planning.
Manage and process travel arrangements and reimbursements for faculty, staff, and visitors.
Oversee supply ordering and expense-related administrative processes.
Coordinate interview scheduling for Dr. Taouli during faculty searches and fellow recruitment cycles.
Schedule team meetings, prepare agendas, record meeting notes, and track follow-up items.
Oversee day-to-day lab operations, including supply ordering, software updates, memberships, subscriptions/license activations, and workspace access.
Maintain organized records for team members, projects, and program documentation.
Provide and arrange staff training as needed.
Support the Clinical Research Manager with onboarding and HR processes for lab personnel, including securing account and technical access (computer setup, phones, distribution lists, etc.), coordinating training certifications, and assisting with systems configuration and visa-related steps as needed.
Coordinate observerships and manage associated compliance documentation.
Perform administrative and clerical tasks such as statement processing, document preparation, and general operational support.
Support miscellaneous office and operational needs as they arise.
Plan and coordinate research education programs and major departmental events, including the annual Radiology Research Retreat, overseeing all aspects such as: Budgeting & Funding : manage event finances, including submitting and tracking pharmaceutical funding/sponsorship applications, ensuring receipt of funds, preparing comprehensive budgets, and overseeing payment processing, invoicing, reporting, and reimbursements for vendors, speakers, and participants.
Program planning & Speakers: coordinate keynote speaker invitations, talk materials, travel and hotel arrangements, reimbursements, and bios; coordinate the involvement of senior residents, research residents, and rotating trainees.
Communications & Invitations : create and disseminate event announcements, posters, flyers, and program books. Monitor and track participant registrations; and conduct final review and analysis of event turnout and feedback surveys.
Trainee Abstracts & Presentations : oversee trainee abstract submissions; ensure all timelines and deadlines are met so selected contributions are reviewed and incorporated into the program ahead of the event.
Logistics, Catering & Benue : manage auditorium booking, AV setup, poster boards and furniture rentals, catering (including alcohol approvals), awards and recognition, and liaise with building staff and vendors.
Schedule and organize seminars, conferences, workshops, courses, symposiums, and specialized projects to support graduate programs, including research-track residency, medical student involvement, fellow-related activities, and overall program logistics.
Manage project timelines, monitor deadlines, and ensure compliance with program goals and institutional requirements.
Assist with hospital-wide research services, including RECIST tumor response evaluations (request intake, verification, triage), technical troubleshooting, and billing/reimbursement processes.
Recommends new ideas and concepts for program themes, materials and resources to enhance or replace existing program components.
Coordinate internal program goals and initiatives in collaboration with the Manager and Director.
Maintain communication with staff in other departments to coordinate program activities and training, achieve program objectives, and ensure effective use of resources.
Monitor and evaluate program effectiveness, identifying opportunities to streamline operations and improve efficiency.
Develop, adapt, and maintain tools, modules, and educational materials to support research training initiatives.