Program Coordinator

Rowan Medicine, an affiliate of Virtua Medical Group

Rowan-Virtua School of Osteopathic Medicine

Location: Mt. Laurel, NJ

Department: Psychiatry

Reports To: Director of Administration

PCLASS: WZ686

Updated: 09/10/2026

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following

Personnel Administration 

• Works with Human Resources and Faculty Affairs in onboarding and credentialing process.
• Serve as a liaison between Rowan Psychiatry and partner institutions
• Input new hires into RIMS system
• Maintain employee database/directory and ensure it is up to date
• Processing incoming timesheets from contracted faculty members
• Prepare and submit invoices to contract team for monthly invoices
• Monitor contracts aged reports and coordinate collection efforts with Director
• Coordinate faculty evaluations and effort
• Manage the monthly, daily and on-call schedule for Jefferson’s QGENDA system and for Virtua OLOL QGENDA system, and Anserve system.
• Act as a point of contact for the answering service
• Proxy for Rowan-Virtua RIMS for Chair, Director and Vice Chair, updating and processing requests for faculty and staff.
• Monitor and track reappointments of faculty to ensure they do not lapse
• Track, solicit and updates providers licenses including medical, nursing, DEA, CDS
• Track and monitor CME spend and days
• Coordinates with property management company to address any issues with physical plant and invoicing and lease agreement.
• Coordinates with Chair and Director to ensure open items for Psychiatry grants are addressed and handled in a timely manner.
• Submits incentive payments and reports for payroll for monthly call coverage
• Compiles breakdown of monthly crisis coverage for contracts department

Purchasing

• Processing all purchasing for Rowan-Virtua and Virtua Health, including electronic input
• Works with Account payable and purchasing
• Ensure sufficient funds in budget lines and movement of funds when necessary
• Acts as a liaison for the department with Accounts Payable, Purchasing, Physical Plant vendors. 
• Monitors office supplies, furniture and stationary and maintains sufficient supplies
• Process and manages all P Card purchases for the Department of Psychiatry and proxy for Chair’s PCard

Quality Assurance

• Under the direction of the Chair and Director, prepare reports a metrics for QA measures

Grants Coordination

• Identifies grant opportunities, prepares executive proposals and secures grant awards.
• Writes proposals, develops budgets, prepares grant applications, proofreads and edits documents and processes proposals.  Responsible for writing responses to reviews and critiques from funding agencies.
• Writes project descriptions, progress reports and updates for inclusion in newsletters and reports.
• Write proposals and letters tailored to specific guidelines and regulations for funding by public and private sources.
• Writes other materials such as acknowledgements, articles, etc, as needed.
• Under direction, participates in preparing specific grant applications including draft proposals, assists in preparing budget and budget justifications
• Consults and advises with members of the unit on content, timing, and documentation necessary for proposals to be submitted to funding sources.
• May serve as the administrative liaison to the unit
• Understands and adheres to Rowan-Virtua SOM compliance standards as they appear in the Corporate Compliance Policy, Code of Conduct and Conflict of Interest Policy.
• Keeps abreast of all federal, state and Rowan University regulations, laws and policies as they presently exist and as they change or are modified.

Oversees the maintenance of departmental records and ensures that files and recordkeeping systems meet the needs of the department.

Ensures documentation related to Non PO, travel, CME, etc. are obtained and processed accordingly to ensure proper reimbursement to faculty.

Oversees payment of office bills, purchase requisitions, check requests, travel reimbursements, etc.  Serves as point of contact for issues related to these areas that cannot be resolved at Budget Analyst level.

Collects and processes monthly time sheets for Jefferson Hospitals, IMAR (Ancora, TPH, AK, Greystone) Virtua OLOL, Oaks Integrated Care, CCGC, Inspira and any other contracted site.

Assist in managing department salary schedule for budget personnel, coordinates and maintains appropriate salary funding sources and clinical FTEs for faculty and staff by assisting and processing all change in source of funds.

Proxy, Coordinates, supports and manages all travel requests in Concur travel system.

Coordinates and supports event planning for faculty and staff within Rowan-Virtua and affiliates as it pertains to the Department of Psychiatry SOM.

Maintains or oversees the department’s calendar.  Handles travel and conference arrangements.  Analyzes and organizes office procedures and workflows of the office and recommends improvements as necessary.  Expedites and coordinates services such as maintenance, repairs, office supplies, equipment and mail.

Assist in scheduling, attend and participate in monthly Executive Committee and Quarterly Faculty and Staff meetings and conferences regarding Departmental activities within the department and contracted sites.  Serves as a resource and provides guidance to departmental faculty and staff members.

Investigates problems, acts to resolve them when possible and reports finding and recommendations to the Chair and Director.

Understands and adheres to Rowan University compliance standards as they appear in Rowan University Corporate compliance policy, Code of Conduct and Conflict of Interest Policy.

Keeps abreast of all federal, state and Rowan University regulations, laws and policies as they presently exists and as they change or are modified.

Performs other related duties as assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed are representative of the knowledge, skill, and/or ability required.

EDUCATION AND EXPERIENCE

Bachelor’s degree in business administration, Finance or related field desired, plus one (1) year of experience involving analysis and evaluation of financial, organizational, and/or administrative practices in a business or government agency required.  Must be proficient in computer applications as required by department.  Applicants may substitute experience as indicated for educational requirements on a year-for-year basis.

Salary: In compliance with the State of New Jersey’s Pay Transparency Act, the salary range for this position is $65,000-$72,124.74.  When extending any salary offer, Rowan University considers many factors such as, but not limited to, scope of responsibilities of the position, work experience, education, training, key skills, internal equity, as well as market and other organizational considerations.

Benefits: For eligible employees, benefits include comprehensive NJ state health, dental and retirement benefits, extensive accrued time off/paid holidays, and tuition reimbursement for employee, spouse, and dependents attending Rowan University, Glassboro. (Tuition reimbursement will apply to undergraduate degrees only for spouse and dependents).  

For more detailed information, please visit: https://sites.rowan.edu/hr/benefits/