Program Coordinator

Job ID: 1164896_RR00122452

Facility: NYU Grossman School of Medicine

Position Type: Full-Time/Regular

Shift: Day

Schedule: Monday-Friday; 9:00AM-5:00PM

Department: Research, Child+Adol Psy-Education+Train (S1128), NYU Grossman School of Medicine,

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 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 inclusion and individual skills, ideas, and knowledge.

For more information, go to med.nyu.edu (Opens in a new window), and interact with us on LinkedIn (Opens in a new window), Glassdoor (Opens in a new window), Indeed (Opens in a new window), Facebook (Opens in a new window), X (Opens in a new window) and Instagram (Opens in a new window).

Position Summary:
Reporting to the Director of Education Administration, and partnering closely with the Director of Psychology Training, the lead of the Psychology Externship Program, and the Vice Chair for Education, the Program Coordinator serves as the operational lead for all administrative operations and strategic initiatives for the Education team, exercising independent judgment to manage competing priorities and drive process improvements across three training programs the externship, internship, and clinical postdoctoral programs with limited oversight.

Job Responsibilities:

Psychology Training Support

• Workflow

  • Provide administrative oversight for the psychology training programs: maintaining regular communication with psychology trainees (externs, interns and postdocs), training faculty, Director of Psychology Training, lead of psychology training, the Director of Education Administration, and the Vice Chair for Education.
  • Serves as the primary liaison between faculty and trainees, resolving day-to-day issues independently and escalating to the Director of Psychology Training as needed.
  • Schedules and manages regular training sessions for psychology trainees related to their program (e.g. EPIC training, summer didactic series, and Intern Seminar).
  • Coordinates all logistics including room reservations and catering, as appropriate for regularly scheduled training events.
  • Serves as point of contact with Bellevue and NYU stakeholders to secure equipment and resources required by the training program.
  • Owns end-to-end reimbursement processing and trainee budget tracking, flagging discrepancies and trends to leadership.
  • Monitors and manages trainee schedules and attendance across rotations and didactics, proactively identifying and resolving conflicts.
  • Leads planning and execution of trainee wellness initiatives and tracks associated metrics to inform program improvements.

• Program Accreditation

  • Manages and provides updates to program leaders on APPIC and institutional training requirements and reporting.
  • Leads implementation of training program changes and evaluates their impact to drive continuous improvement.
  • Owns and proactively maintains all documentation required for periodic program accreditation applications.
  • Owns and maintains the Program Manual and all associated policy and procedure documentation, ensuring accuracy and ongoing compliance.

• Record Keeping

  • Maintains comprehensive records on trainees and graduates and prepares program statistics and reporting for DCAP, NYU Langone School of Medicine, and national accrediting organizations.
  • Partners with the Director of Education Administration and the Director of Psychology Training to monitor psychology training budgets and flag variances.
  • Maintain the psychology shared drive and onedrive accounts.
  • Partners with Clinical Mission Staff and the Director of Psychology Training to track and report on trainee productivity.

• Psychology Trainee Recruitment and onboarding

  • Serves as the primary point of contact for prospective applicants to the externship, internship, and postdoctoral programs, managing all telephone and written correspondence.
  • Leads planning and execution of annual interview days, coordinating faculty schedules, applicant logistics, and day-of operations.
  • Designs and leads execution of the annual orientation week program.
  • Update recruitment materials, as needed.
  • Leads the annual onboarding and credentialing process for new trainees and provides credential verification for graduates, as needed.
  • Serves as liaison with the state office of the professions for limited practice permitting for psychology postdocs.

• Evaluation Programs

  • Administers and analyzes periodic evaluations of faculty, trainees, and the training program, using results to inform program improvements.
  • Partners with the Training Director to ensure full completion of all evaluations by trainees and faculty.

• Events and Conferences

  • Leads planning and execution of annual departmental events for psychology trainees, including orientation, graduation, and the ABCT reception.

• Meetings

  • Leads regularly scheduled education and psychology training meetings, setting agendas, driving follow-up on action items, and overseeing distribution of minutes.

• Partners with the Social Work Program Coordinator to integrate social work trainees and supervisors into psychology programming.

Education Research Support

• Attend the Education team research meetings and participate in research related activities.
• Supports recruitment of research subjects, executes research protocols, and manages participant payments.

Performs other duties as assigned

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 multitask while paying attention to details.

Preferred Qualifications:
Project/Program management experience preferred.

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. At NYU Langone Health, we are committed to supporting our workforce and their loved ones with a comprehensive benefits and wellness package. Our offerings provide a robust support system for any stage of life, whether it’s developing your career, starting a family, or saving for retirement. The support employees receive goes beyond a standard benefit offering, where employees have access to financial security benefits, a generous time-off program and employee resources groups for peer support. Additionally, all employees have access to our holistic employee wellness program, which focuses on seven key areas of well-being: physical, mental, nutritional, sleep, social, financial, and preventive care. The benefits and wellness package is designed to allow you to focus on what truly matters. Join us and experience the extensive resources and services designed to enhance your overall quality of life for you and your family.

NYU Grossman School of Medicine is an equal opportunity employer and committed to inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration. We require applications to be completed online.

View Know Your Rights: Workplace discrimination is illegal.

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 $66,300.00 – $75,826.82 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

Salaries shown on independent jobs related websites reflect market averages and do not represent information obtained directly from NYU Langone. We invite and encourage each candidate to discuss salary/hourly specifics during the application and hiring process.

Job Responsibilities:

Psychology Training Support

• Workflow

  • Provide administrative oversight for the psychology training programs: maintaining regular communication with psychology trainees (externs, interns and postdocs), training faculty, Director of Psychology Training, lead of psychology training, the Director of Education Administration, and the Vice Chair for Education.
  • Serves as the primary liaison between faculty and trainees, resolving day-to-day issues independently and escalating to the Director of Psychology Training as needed.
  • Schedules and manages regular training sessions for psychology trainees related to their program (e.g. EPIC training, summer didactic series, and Intern Seminar).
  • Coordinates all logistics including room reservations and catering, as appropriate for regularly scheduled training events.
  • Serves as point of contact with Bellevue and NYU stakeholders to secure equipment and resources required by the training program.
  • Owns end-to-end reimbursement processing and trainee budget tracking, flagging discrepancies and trends to leadership.
  • Monitors and manages trainee schedules and attendance across rotations and didactics, proactively identifying and resolving conflicts.
  • Leads planning and execution of trainee wellness initiatives and tracks associated metrics to inform program improvements.

• Program Accreditation

  • Manages and provides updates to program leaders on APPIC and institutional training requirements and reporting.
  • Leads implementation of training program changes and evaluates their impact to drive continuous improvement.
  • Owns and proactively maintains all documentation required for periodic program accreditation applications.
  • Owns and maintains the Program Manual and all associated policy and procedure documentation, ensuring accuracy and ongoing compliance.

• Record Keeping

  • Maintains comprehensive records on trainees and graduates and prepares program statistics and reporting for DCAP, NYU Langone School of Medicine, and national accrediting organizations.
  • Partners with the Director of Education Administration and the Director of Psychology Training to monitor psychology training budgets and flag variances.
  • Maintain the psychology shared drive and onedrive accounts.
  • Partners with Clinical Mission Staff and the Director of Psychology Training to track and report on trainee productivity.

• Psychology Trainee Recruitment and onboarding

  • Serves as the primary point of contact for prospective applicants to the externship, internship, and postdoctoral programs, managing all telephone and written correspondence.
  • Leads planning and execution of annual interview days, coordinating faculty schedules, applicant logistics, and day-of operations.
  • Designs and leads execution of the annual orientation week program.
  • Update recruitment materials, as needed.
  • Leads the annual onboarding and credentialing process for new trainees and provides credential verification for graduates, as needed.
  • Serves as liaison with the state office of the professions for limited practice permitting for psychology postdocs.

• Evaluation Programs

  • Administers and analyzes periodic evaluations of faculty, trainees, and the training program, using results to inform program improvements.
  • Partners with the Training Director to ensure full completion of all evaluations by trainees and faculty.

• Events and Conferences

  • Leads planning and execution of annual departmental events for psychology trainees, including orientation, graduation, and the ABCT reception.

• Meetings

  • Leads regularly scheduled education and psychology training meetings, setting agendas, driving follow-up on action items, and overseeing distribution of minutes.

• Partners with the Social Work Program Coordinator to integrate social work trainees and supervisors into psychology programming.

Education Research Support

• Attend the Education team research meetings and participate in research related activities.
• Supports recruitment of research subjects, executes research protocols, and manages participant payments.

Performs other duties as assigned

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 multitask while paying attention to details.

Preferred Qualifications:
Project/Program management experience preferred.

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. At NYU Langone Health, we are committed to supporting our workforce and their loved ones with a comprehensive benefits and wellness package. Our offerings provide a robust support system for any stage of life, whether it’s developing your career, starting a family, or saving for retirement. The support employees receive goes beyond a standard benefit offering, where employees have access to financial security benefits, a generous time-off program and employee resources groups for peer support. Additionally, all employees have access to our holistic employee wellness program, which focuses on seven key areas of well-being: physical, mental, nutritional, sleep, social, financial, and preventive care. The benefits and wellness package is designed to allow you to focus on what truly matters. Join us and experience the extensive resources and services designed to enhance your overall quality of life for you and your family.

NYU Grossman School of Medicine is an equal opportunity employer and committed to inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration. We require applications to be completed online.

View Know Your Rights: Workplace discrimination is illegal.

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 $66,300.00 – $75,826.82 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

Salaries shown on independent jobs related websites reflect market averages and do not represent information obtained directly from NYU Langone. We invite and encourage each candidate to discuss salary/hourly specifics during the application and hiring process.

About NYU Langone Health

Be Where Everyone Is Dedicated to Exceptional Care

NYU Langone is a world-class, patient-centered, integrated academic health system with Magnet®-recognized status by the American Nurses Credentialing Center (ANCC). Our trifold mission to care, teach, and discover is achieved daily through NYU Langone’s inclusive culture devoted to excellence across the organization. Here, you can advance your career supported by exceptionally talented faculty and staff in an environment where everyone works together to deliver the best possible outcomes for our patients.

Our Hiring Process

Joining Our Team

Get ready to start your career journey at NYU Langone, where cutting-edge research meets compassionate care, and discover how you can contribute to shaping the future of medicine.

Step 1

Apply Online

The NYU Langone hiring process begins with you applying through our online portal. Be sure to update and upload your resume. Shortly after you submit your application, you will receive an email confirmation. Ten days after applying you will receive a talent assessment to be completed.

Step 2

Schedule Interviews

If selected to continue the interview process, HR will reach out via phone or email first. Then, depending on your position, they will schedule an interview with unit managers or team members. You are encouraged to dress professionally for all interviews.

Step 3

Receive Offer

If you successfully complete the interview process and are identified as a finalist for the position, we will require that you complete a professional reference process. After evaluating the completed references, a decision will be made on who will receive a preliminary offer. If you receive a preliminary offer, HR will start the onboarding process with an agreed-upon tentative start date.

Step 4

Training & Orientation

You will be contacted by an onboarding specialist who will work with you on your pre-boarding requirements. Once fully cleared, we will ask you to complete compliance orientation regulatory training. On your first day, you will attend an online required orientation to acclimate to the health system and report to your new department based on instructions provided by your hiring manager.