Project Coordinator - NYU Langone Medical Center

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, diversity, 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 diversity, inclusion, and individual skills, ideas, and knowledge. For more information, go tomed.nyu.edu, and interact with us onLinkedIn,Glassdoor,Indeed,Facebook,TwitterandInstagram.

Position Summary:

We are seeking a Project Coordinator to join the PlayReadVIP National Center in the Department of Pediatrics at NYU Grossman School of Medicine (PI: Alan Mendelsohn, MD). Our work examines and delivers parenting interventions to improve child development outcomes in at-risk populations at pediatric clinics across New York City (www.playreadvip.org). The candidate will be responsible for multiple tasks related to our parent deduction program, PlayReadVIP, and will collaborate and work with a multidisciplinary team of pediatricians, psychologists, and other child development professionals at sites across NYC and the country. In particular, this candidate will lead coordination of central inventory of physical materials used in PlayReadVIP (including developmental and learning materials like toys and books) and distribution to sites across NYC and elsewhere.

Job Responsibilities:

PlayReadVIP Logistics Coordination

• Purchase toys, books, and supplies to be used at program sites across the country.
• Identify, research, and coordinate with toy and book vendors to secure low-cost options, including setting up of bulk pricing contracts.
• Proactively identify low-stock items for replenishment and submit orders as needed.
• Research inclusive, high-quality, low-cost options for toys and books that align with program goals, in coordination with other program staff and leadership.
• Submit and track reimbursements, expenditures, and payments to contractors, vendors, and suppliers for toy, book, and supplies purchases, as well as track receipts of materials and submissions/payment of invoices.
• Identify, research, and coordinate with shipping/transportation vendors, organizational/logistics vendors, storage vendors in order to optimize processes, costs, and efficiency.
• Manage, maintain, and enhance central inventory tracking system for PlayReadVIP supplies and physical materials, as well as systems for tracking distribution of materials to sites.
• Oversee the receipt, unpacking, organization, and storage of incoming materials for the program, including proper labeling, tracking, and restocking of inventory.
• Oversee packaging, shipping, and distributing of materials to program sites in a timely and accurate manner, and coordinate with sites to ensure materials are received.
• Communicate and coordinate with mail and receiving rooms at central location to ensure receipt of deliveries, and with shipping/transportation vendors to ensure delivery of materials to sites.
• Train and supervise interns, volunteers, and other staff members in processes for receiving, unpacking, organizing, packing, and shipping materials to sites.
• Communicate with program sites to assess program material needs and manage supply requests.
• Communicate with NYUMC employees, hospital employees, and collaborators.
• Assist with fund balance reports, documentation of project expenses, and project budgets.
• Assist with grants administration, including assistance with applications and reports to funders.
• Maintain financial records and receipts.
• Organize and maintain supplies, office space, and files.
• Order, adapt, and update bulk print materials for sites (posters, tri-folds, etc.) as needed.
• Travel to local sites to support receipt, organization, and management of site supplies as needed.
• Assist with day-to-day administrative tasks.

PlayReadVIP Sites Coordination

• Provide support to program sites to ensure successful delivery of the program.
• Conduct observations of program implementation to give feedback about quality and fidelity.
• Assess compliance with processes at sites.
• Analyze data from each site to track progress and program results.
• Troubleshoot issues related to program delivery.
• Facilitate replacement/repairs of materials (computers, cameras, etc.).
• Develop tracking systems at sites for consistent implementation.
• Assist with other operational aspects of the study and program.

Minimum Qualifications:

To qualify you must have a BA/BS degree or equivalent is preferred. 2 to 3 years of recent inventory management experience, including ordering, tracking of supplies, shipments, invoices, and payments, preferably with experience in distribution of materials preferred. Previous experience maintaining spending tracking and budgets. 2 to 3 years of operations, administrative, and/or management experience. Previous experience researching vendors and/or implementing systems for tracking and ordering. Previous experience coordinating of staff, program materials, and logistics. Previous administrative experience in a healthcare or academic setting preferred. A demonstrated interest in early child development, parenting, psychology, pediatrics, health equity, or similar field. Proficiency with Microsoft Excel, REDCap, Peoplesoft, Access, or similar platforms; previous experience with inventory management software is strongly preferred. Excellent organizational and written/spoken communication skills and ability to troubleshoot. Ability to stand or walk for extended periods of time; ability to bend and to lift heavy materials and/or move up to 30 pounds regularly. Spanish language proficiency is beneficial, but not required.

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.

NYU Grossman School of Medicine is an equal opportunity and affirmative action employer committed to diversity and inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration without regard to race, color, gender, gender identity or expression, sex, sexual orientation, transgender status, gender dysphoria, national origin, age, religion, disability, military and veteran status, marital or parental status, citizenship status, genetic information or any other factor which cannot lawfully be used as a basis for an employment decision. We require applications to be completed online.
If you wish to view NYU Grossman School of Medicine's EEO policies, please click here. Please click here to view the Federal "EEO is the law" poster or visit https://www.dol.gov/ofccp/regs/compliance/posters/ofccpost.htm for more information.

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 $62,400.00 - $65,000.00 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