Job Description

Program Coordinator II

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.

Responsibilities

Executive Assistance

• 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.

Lab & Administrative Operations

• 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.

Event & Program Management

• 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.

Program Operations & Research Support

• 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.

Qualifications

• Bachelors Degree or equivalent combination of education and relevant experience.

Experience Requirements:

• 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.
• Preferred: Experience with high-level calendar management.
• Preferred, not required: 23 years of experience coordinating activities in a department, office, or programmatic environment.
• Preferred, not required: Experience administering program activities within an academic, clinical, or research setting, or related professional experience.

Required Skills

• Microsoft Office Suite

About Us

Strength through Unity and Inclusion

The Mount Sinai Health System is committed to fostering an environment where everyone can contribute to excellence. We share a common dedication to delivering outstanding patient care. When you join us, you become part of Mount Sinai's unparalleled legacy of achievement, education, and innovation as we work together to transform healthcare. We encourage all team members to actively participate in creating a culture that ensures fair access to opportunities, promotes inclusive practices, and supports the success of every individual.

At Mount Sinai, our leaders are committed to fostering a workplace where all employees feel valued, respected, and empowered to grow. We strive to create an environment where collaboration, fairness, and continuous learning drive positive change, improving the well-being of our staff, patients, and organization. Our leaders are expected to challenge outdated practices, promote a culture of respect, and work toward meaningful improvements that enhance patient care and workplace experiences. We are dedicated to building a supportive and welcoming environment where everyone has the opportunity to thrive and advance professionally. Explore this opportunity and be part of the next chapter in our history.

About the Mount Sinai Health System:

Mount Sinai Health System is one of the largest academic medical systems in the New York metro area, with more than 48,000 employees working across eight hospitals, more than 400 outpatient practices, more than 300 labs, a school of nursing, and a leading school of medicine and graduate education. Mount Sinai advances health for all people, everywhere, by taking on the most complex health care challenges of our time discovering and applying new scientific learning and knowledge; developing safer, more effective treatments; educating the next generation of medical leaders and innovators; and supporting local communities by delivering high-quality care to all who need it. Through the integration of its hospitals, labs, and schools, Mount Sinai offers comprehensive health care solutions from birth through geriatrics, leveraging innovative approaches such as artificial intelligence and informatics while keeping patients' medical and emotional needs at the center of all treatment. The Health System includes more than 9,000 primary and specialty care physicians; 13 joint-venture outpatient surgery centers throughout the five boroughs of New York City, Westchester, Long Island, and Florida; and more than 30 affiliated community health centers. We are consistently ranked by U.S. News & World Report's Best Hospitals, receiving high "Honor Roll" status, and are highly ranked: No. 1 in Geriatrics, top 5 in Cardiology/Heart Surgery, and top 20 in Diabetes/Endocrinology, Gastroenterology/GI Surgery, Neurology/Neurosurgery, Orthopedics, Pulmonology/L

Job Tags

Similar Jobs