Program Coordinator, Quality & Safety

The Program Coordinator assists program staff in day-to-day administrative operations of assigned program to achieve deliverables and project objectives. Provide support with project planning, invoice management, scheduling, travel arrangements, event planning and other activities. Support the mission of the Patient Safety Organization (PSO) by conducting activities that improve patient safety and the quality of healthcare delivery in accordance with the Patient Safety Act and Rule. 

Note: This position is considered Hybrid and will need to commute to ACOG's office located in Washington, D.C.

Duties and Responsibilities: 

• Participate in annual PSO workforce training.
• Support the efforts of the team by collaborating with staff.
• Maintain strict confidentiality and security of PSWP in compliance with federal regulations.
• Perform administrative duties, including responding to phone and email inquiries, processing daily mail and coordinating special mailing and distributions, and assisting with travel arrangements.
• Schedule staff meetings, reserve meeting rooms, and develop meeting agendas.
• Participate in the operation of a Patient Safety Evaluation System (PSES).
• Monitor inventory and request QiA office supplies, as needed.
• Provide phone and email coverage for department staff and program accounts; monitor and appropriately distribute departmental email and other inquiries.
• Draft and distribute correspondence, reports, and meeting minutes.
• Monitor QiA email accounts. Triage, respond to, and/or forward emails.
• Support program’s social media accounts and web presence in collaboration with program staff, as directed.
• Maintain QiA databases, rosters, and distribution lists.
• Prepare, process, and log all department invoices as well as staff and volunteer reimbursement requests; review expenditure reports, as requested.
• Provide logistical support for trainings, workshops, exhibits, and other events within scheduled deadlines, including but not limited to prepare, distribute, and order relevant materials and/or equipment; prepare and monitor packages for shipment to and from meetings, exhibits, and sites; reserve and arrange meeting space; and manage audio, visual and catering arrangements.
• Prepare and monitor timelines and checklists for meeting logistics and follow-up.
• Create and distribute meeting notices, forms, and all other meeting-related communications and materials.
• Provide excellent customer service to all internal and external inquiries. Communicate tactfully, diplomatically, and with discretion with a variety of stakeholders from various backgrounds, educational levels, experience, and interests.
• Provide support and regular updates, advising leadership of potential problems.
• Troubleshoot miscellaneous technical difficulties and facilitate assistance when needed from ACOG IT staff.
• Manages electronic files and tracking systems to ensure compliances with ACOG policies and best practices.
• Assist in development, distribution and promotion of program materials and respond to member and public request for materials.
• Perform other duties as assigned.

Additional Duties and Responsibilities Specific to the Quality in Action PSO/VRQC Program:

• Support QiA invoice management, coordinating with ACOG departments as necessary
• Coordinate travel arrangements for VRQC staff and Qualified Experts
• Support coordination and delivery of QiA educational events through collaboration with QiA staff, ACOG departments, vendors, and consultants
• Submit and monitor internal tickets to coordinate and maintain QiA landing page and external website content.
• Maintain QiA materials in alignment with evolving organizational branding guidelines
• Maintain operational databases to ensure projects are being managed efficiently.

Required Skills/Abilities:

• Strong interpersonal, oral and writing communication skills.
• Strong attention to detail.
• Ability to effectively plan and organize work.
• Strong computer skills including proficiency in Microsoft Office Suite and familiarity with Adobe Acrobat Reader.
• Ability to travel, sometimes overnight and for several days.

Education and Experience:

• High School Diploma required.
• Minimum of 1 year of experience in an office support setting.
• Previous website content management or other social media experience preferred but may not be required depending on the specific program.
• Invoice processing experience and understanding of billing practices preferred.

Our Perks

Paid Parental Leave – Breastfeeding Friendly Workplace –  Flexible work schedule –  Commuting Allowance – Generous Paid Time Off – Holiday Pay – Life Insurance – Community Volunteering Opportunities – Generous 401(k) Company Contributions – Medical, Dental, and Vision Insurance – Learning Opportunities and Tuition Reimbursement – Company-Sponsored Team Outings – and more!

ACOG is an EEO employer committed to providing equal employment opportunities to all applicants and employees. As a federal government contractor and in accordance with applicable laws, regulations, and Executive Orders, the College takes affirmative action to ensure that applicants and employees covered are not discriminated against because of their race, color, religion, national origin, sex (gender), age, disability, pregnancy, marital status, sexual orientation, personal appearance, gender identity or expression, family responsibilities, political affiliation, veteran status, genetic information, or any other characteristic that is protected by applicable law. For more information about your equal employment opportunity rights, please view this poster: EEO is the Law. The College also participates in E-Verify.