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American Psychiatric Association · 1 week ago

Program Coordinator, Clinical Support Systems

Washington, DC

Full-time

Onsite

New Grad, Entry Level

$22/hr - $26/hr

0+ years exp

The American Psychiatric Association is focused on enhancing mental health care through its Clinical Support Systems initiative. The Program Coordinator will provide essential administrative support across various programs, ensuring smooth operations and effective communication among stakeholders.

AssociationHealth CareMental HealthNon Profit

Hiring Manager

Nicole Mazzella, PHR, SHRM-CP

Responsibilities

Schedule conference calls with project stakeholders; coordinate quarterly Advisory Board calls; track stakeholder participation across calls; ensure no conflicts in team calendar

As directed, take minutes during meetings and synthesize high quality summaries to be shared with internal and external stakeholders

Coordinate logistics for in-person meetings, including reserving meeting space, coordinating room set-up, and/or collating meeting materials

As needed, work with APA Meetings and Facilities Management divisions to coordinate logistics for offsite events

Under the Associate Director’s supervision, track components and provide administrative support for migrating existing live training curriculums from the funder’s platform to APA’s learning management system (LMS)

Under the Associate Director’s supervision, work with the funder’s continuing medical education team to maintain live training curriculums that have been migrated to APA’s LMS

Prepare and process faculty agreement paperwork for subject matter experts contributing educational content/expertise and process payments

Send introductory package to webinar faculty; ensure paperwork is collected and support Program Managers to enforce development timeline

Coordinate with other APA teams to build trainings and host events on Zoom

Provide technical coordination for educational activities. This includes preparing moderator scripts, ensuring faculty readiness with presentation technology, and minimally editing training recordings to make accessible as on-demand activities

Attend all educational activities to provide technical support

Perform high-level review of education PowerPoint presentations to ensure alignment with activity tags; review and edit the presentation for spelling, grammar, and formatting

Prepare participant/attendance reports in compliance with accreditation provider requirements

Monitor discussion boards for sensitive content and escalate issues as needed

Work with Program Director to determine continuing education credit types for trainings and obtain approval from planners of respective accreditations

Submit draft continuing education application and work with appropriate stakeholders to move application through approval process

Ensure that content aligns throughout training registration page, slides, and continuing education application

Work with the Accreditations and Compliance team to implement SOP for renewing accreditation for trainings, under supervision of the Associate Director

Monitor program schedules and initiate requests to the Marketing expert for promotional materials when appropriate

Proofread promotional materials including print, web, and social media; shepherd promotional materials through review by appropriate parties to comply with CME/CE standards

Work with Program Managers to track resource development and shepherd through review by subject matter experts and stakeholders

Compile large, detailed lists and spreadsheets of information needed by internal and external stakeholders to facilitate program implementation

Update website banner and calendar with upcoming trainings, resources, and events

Update website content as directed by Associate Director and Program Managers

Participate in review and testing of website features and tools

Create and manage web-based surveys and forms

Respond to program inquiries and customer service requests

Provide administrative support for any online communities developed as part of the initiative’s web suite

Compile and organize data, contact information, and background materials on prospective clients to support business development efforts

Provide administrative and logistical support for the preparation of grant applications and business proposals including collating past performance data, organizing submission materials, and coordinating timelines

Maintain a repository of "boilerplate" content, award information, and user testimonials from previous and current programs for efficient reuse in future proposals

Assist in scheduling and preparing materials for introductory meetings with potential new clients and partners

Help track engagement and follow-up activities with potential clients

Organize and maintain a central library of vetted resources, training materials, and tools that can be easily adapted or white-labeled for new CSS contracts and subscriber groups

Support the process of cataloging and tagging existing intellectual property for potential reuse

Other duties as assigned

Qualification

Project management softwareLearning management systemsWeb content management systemsMicrosoft Office SuiteOnline video conferencingDetail-orientedWritten communicationInterpersonal skillsProblem-solvingTime management

Required

High School Diploma required, 0-2 years of experience. Bachelor's degree preferred

Must be extremely detail-oriented with the ability to proofread for accuracy, grammar, and spelling

Excellent ability to organize, coordinate, and set priorities for multiple simultaneous activities

Strong written communication and excellent interpersonal skills

Ability to handle unexpected challenges and work collaboratively to find creative solutions

Ability to adjust to changes in projects, teams, or company goals

Demonstrates a high degree of professionalism and discretion when handling sensitive or confidential information and interacting with internal and external stakeholders

Proven ability to manage time effectively, proactively adhere to project timelines, and consistently meet strict deadlines

General web skills and proven ability to schedule, host, and facilitate effective meetings using online video conferencing software like Zoom

Ability to identify routine problems, recommend solutions, and troubleshoot technical issues using web platforms

Ability to quickly understand and synthesize material to produce high-quality summaries and meeting minutes

Must be able to work independently with minimal supervision on regularly assigned tasks

Proficiency in the Microsoft Office Suite and familiarity with SharePoint

General web skills and experience with online video conferencing software like Zoom

Preferred

Experience with project management software; experience with web content management systems (CMS) such as WordPress; experience with learning management systems