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Program Coordinator - Project REACH

Location: Boston, MA
Post Date: 8/3/2020
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Under the supervision of the Project REACH Program Directors, the Program Coordinator is responsible for coordinating all operational activities of Project REACH, including family outreach, connection to clinic and community resources, and development and monitoring of the program's protocols. Works in close collaboration with clinical and operations leadership of the Pediatric ambulatory clinic - particularly the family navigation program. Oversees a group of junior staff, which may also include interns and volunteers, who service patient and family needs. Provides training, guidance and oversight to assigned staff. Assists with scheduling of team meetings, reviews weekly metrics, helps prepare regular data reports, and monitors that staff are following approved protocols and procedures, ensuring that they are providing families with proper guidance and referrals to resources.

ESSENTIAL RESPONSIBILITIES / DUTIES:

1.Program Support:

  • Conducts outreach calls to families of patients cared for by BMC Pediatrics. Manages family calls to the “warm line” and consults from clinicians.
  • Monitors program guidelines and policies with the purpose of ensuring compliance with all government and hospital regulations, as well as maintaining alignment with the organization's mission.
  • Works with the Program Directors to review metrics and evaluate program outcomes, and to ensure culturally appropriate continuum of services for clients.
  • Work in close collaboration with Pediatric clinic management to determine priorities for patient outreach and to ensure efficient and effective communication to families across care team and community resources.
  • Monitors the effectiveness of the program, making adjustments as needed. Coordinates family outreach, referrals to clinical services, integrated behavioral health, patient navigation, and other hospital and community resources. Monitors quality initiatives, including staff recruiting and training, monitoring/recording patient/family satisfaction, and monitoring/recording satisfaction of referral sources. Collaborates with research staff on related research and evaluation projects.
  • Ensures that Project REACH maintains an up-to-date listing of clinic and community resources for families.
  • Collaborates with the BMC Office of Mission and other representatives working in this space across BMC.

2.Management:

  • Oversees 8-10 program field staff (which may include interns, volunteers and/or staff). Provides necessary ongoing training and technical support to ensure projects are being completed in a safe, professional and productive manner.
  • Assists in the recruitment, training, supervision, coordination and performance of staff as well as the overall performance of the staff.
  • Conducts weekly staff meetings to review requests for training and consultation; discusses group topics of concern and other relevant programmatic topics.
  • Manages centralized personnel files, coordinates the new hire process. Tracks hours worked, vacations, monthly coverage.Tracks Personnel Action Forms (PAFs), performance reviews; works with Program Directors to address performance issues.
  • Encourages staff and personally advances professional growth and development through participation in educational programs and workshops and maintaining knowledge of industry standards and practices.
  • Support the onboarding of volunteers through the BMC volunteer channel and/or BUSM volunteer program.

3.Fundraising and Grant Support:

  • Works with the Program Directors in developing and determining the budgetary requirements of the program. Assists with identifying funding sources, developing proposals and case statements and soliciting major gifts.
  • Assists with preparation of grant proposals as indicated (gathers information, assembles supporting materials, writes and submits grant applications).
  • Attends hospital and community events in an effort to promote program and build positive relationships.

4.Administrative:

  • Maintains a data management system ensuring timely and accurate data collection in Electronic Health Record and tracking databases. Compiles quantitative and qualitative data daily, weekly, monthly and uses data to determine status of program activities.
  • Writes the quarterly progress reports and annual progress reports for submission to internal and external stakeholders, including funding agencies/sponsors.
  • Serves as primary program liaison working with departmental leadership to ensure compliance on policies & departmental procedures.
  • Reviews and authorizes all grant fund disbursements ensuring budget compliance.
  • Monitors and maintains inventory of supplies, including gift cards and household necessities. Purchases products as needed within established budget.
  • Schedules meetings and coordinates audio-visual and technology requirements as needed.
  • Functions as a key liaison with funding sources and regulatory agencies. Ensures clear communication and compliance.

OTHER DUTIES:

  • Performs office related duties such as picking up mail, categorizing and delivering mail, storing and distributing office supplies, handling faxes, scanning, filing, photocopying collating materials, maintaining the update of policy manuals, etc.
  • Conforms to hospital standards of performance and conduct, including those pertaining to patient rights, to ensure that exceptional customer service and patient care may be provided.
  • Utilizes hospital's behavioral standards as the basis for decision-making and to support the hospital's mission and goals.
  • Follow established hospital infection control and safety procedures.
  • Perform other duties as needed.

Must adhere to all of BMC's RESPECT behavioral standards.

EDUCATION:

Bachelor's Degree (preferred) - 2 years of relevant experience required

Associates Degree - 3 years of relevant experience required

High School Diploma - 4 years of relevant experience is required

Public health, maternal child health, human services, or other relevant field is a plus.

EXPERIENCE:

Years of required experience is included within Education.

Preference for bilingual candidates in Spanish or Haitian Creole to reflect the needs of our city and hospital population. Non-profit program coordination is a plus.

KNOWLEDGE AND SKILLS:

  • Knowledge of program evaluation is helpful.
  • Ability to be self-directed, prioritize essential tasks and balance numerous responsibilities.
  • Must have excellent interpersonal skills, including and ability to work with individuals from a variety of disciplines, and on a variety of levels.
  • Excellent oral and written communication
  • Proficient with standard Microsoft programs (i.e. MS Word, Excel, PowerPoint, Outlook) and web browsers.

Req ID: 15977

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