Program Manager

Job Description

Program Manager – Care Coordination
The Institute For Advanced Medicine
The Mount Sinai Health System


Job Summary

The Care Coordination Program is a medical case management model that assists patients who are newly diagnosed with HIV or struggling with primary care engagement and/or HIV treatment adherence, to gain education and skills to better manage their health. The Program Manager provides oversight and day to day management of the Care Coordination Program and related viral load suppression initiatives, including supervision of approximately 20 employees and consultants across two clinical sites, under the direction of the Director of Prevention. The Program Manager oversees service delivery and monitors staff performance on a continuous basis to ensure delivery of program protocol and meeting of deliverables. Evaluation of outcomes, regular communication with funders, and coordination with other clinical areas and agencies are other key responsibilities.

This position oversees the Care Coordination Program at the Morningside Clinic (Mount Sinai St. Luke’s Hospital) and Samuels Clinic (Mount Sinai West Hospital). Hours are 8:30am-5pm, M-F.

· Develops and maintains program evaluation and tracking tools to ensure that services are delivered according to the strict program protocol and reimbursement structure.

· Along with the Data Specialist, supervises data entry into the eSHARE reporting program and conducts audits to ensure that data entry is accurate.

· Prepares the monthly narrative progress report for submission to the funder.

· Reconciles monthly reports from the funder and communicates with staff about gaps in care; fixes problems and addresses deficiencies when necessary.

· Prepares for and participates in audits conducted by the funder two to four times per year.

· Facilitates monthly team meetings and trainings.

· Identifies needs of staff; develops. Coordinates orientations, ongoing trainings, and clinical supervision.

· Trains incoming staff and ensures compliance with grant-and hospital-mandated training protocols.

· Represents the Mount Sinai Care Coordination program during attendance at meetings and working groups for Care Coordination Programs across NYC; may present program data and best practices.

· Analyzes monthly program reports to assess staff productivity; prepares reports of findings for review by senior leadership.

· Collaborates with department leadership and clinic staff to reduce duplication of services and ensure that the program is operating effectively at each site, meeting the requirements of the clinical environment and the program funders.

Research and Evaluation

· Works alongside the Director of Prevention, Quality Improvement and other Care Coordination Program Managers to identify research questions and complete analysis of program outcomes.

· Develops and facilitates a quality improvement committee made up of Care Coordination Program staff.

· Identifies quality improvement projects and works with Care Coordination CQI committee to complete PDSA cycle and influence program outcomes.

· Develops IRB applications and helps maintain IRB approvals, as necessary, for evaluation activities.

· Opportunity to present at local and national conferences on quality improvement activities.


· Directly supervises Care Coordination Program staff.

· Conducts annual performance appraisals and helps staff identify professional development goals to address any deficiencies; responsible for disciplinary action, in partnership with the Director of Prevention, where necessary.

· Recruits, interviews and hires new staff as appropriate, then ensures that new staff have the necessary information, electronic access, training, and facilities to perform their role.

· Adheres to funders’ requirements related to data collection and reporting, report submission and preparation for site visits.

· Works with the Director of Prevention and Grants Finance team on budget development and expenditure monitoring of program budget.

· Collaborates with Care Coordination programs across sister clinics of the Institute of Advanced Medicine to share tools, strategies, and resources.

· Manages niche viral load suppression projects that intersect with Care Coordination.

· Participates in departmental quality improvement initiatives as the representative of the Special Projects Division; responsible for ensuring appropriate divisional coordination with center wide quality improvement projects.

· Participates in departmental research committee as the representative; responsible for ensuring appropriate divisional coordination with center wide quality improvement projects.

· Attends clinic leadership meetings at both clinics.

· Organizes meetings, develops agendas and records and documents minutes.

· Maintains patient/employee confidentiality in the management of information.

· Maintains all program files in central filing place with accurate, relevant labels.

· Develops program policies and standard operating procedures, as needed.

Communication/Interpersonal Relationships

· Demonstrates ability to work collaboratively with other members of the health care team.

· Diplomatic and able to solve staff problems fairly and equitably.

· Seeks win-win solutions to problems as they arise.

· Demonstrates a professional, courteous and respectful attitude in dealing with patients, families and significant others as well as the hospital staff and extended community.

· Demonstrates flexibility and a cooperative spirit.


Master’s degree (MPH, MSW, MPA, MBA, or other relevant Master’s degree) with formal managerial training and a minimum of three years experience in program implementation, management and assessment, preferably with HIV/AIDS related programming.


·         Intermediate proficiency with MS Office (Word, Excel, PowerPoint), Internet, Outlook, Web-Based Data Systems, Telephone systems

·         Attention to detail and timely, accurate work

·         Comfortable with data and able to think critically and analytically

·         Skilled supervisor ready to manage multiple levels of case management staff

·         Generous salary and benefits package commensurate with experience

·         Comfortable and interested in working with an urban, minority, HIV+ population around issues of health care access and adherence

·         A self-starter who demonstrates cultural sensitivity, excellent written & oral communication and diplomacy skills, and a high level of organization.

*This is a fully grant-funded position


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