Job Information
Cedars-Sinai Conference Services Program Administrator in Beverly Hills, California
Job Description
Job Summary
The Program Administrator is responsible for planning, implementing and administering the day-to-day operations of a recognized organizational and/or significant departmental program. The Program Administrator has the authority to make independent decisions related to program administration and contributes to the strategic planning, design, development and implementation of program objectives, procedures, processes and standards.
Primary Duties and Responsibilities
•Proposes, develops, coordinates, and organizes resources to meet program objectives.
•Partners and collaborates with leadership and key stakeholders on the program's proposed scope and/or process changes. Responsible for developing or recommending process, improvement measures, coordinating program activities and timelines, and determining if resources meet program objectives and needs.
•Supports training needs and implements applicable education, training, on-boarding and/or mentorship pertaining to the program. May include precepting pertaining to the program.
•Researches, gathers, and summarizes data from various sources to evaluate program performance and/or program operations. Makes recommendations to management based on findings. May provide information to program participants, stakeholders, and/or cross functional teams.
•Identifies growth opportunities and efficiencies impacting the program and/or department's success. Proposes and/or creates plans to achieve program objectives.
•Maintains data system integrity and ensures quality assurance measures are followed based on departmental and/or program standard operating procedures. May provide ad hoc reporting to support recommendations observed through trend analysis for future planning and enhancements.
•Monitors program to ensure appropriate governance and program compliance with internal policies and procedures as well as with local, state and federal laws; accreditation, professional and regulatory agency standards and licensure requirements as appropriate. Assists and coordinates with monitoring, communicating process or compliance changes, and implementing plans to update processes. May assist with, or take corrective actions, as needed.
•Supports management with planning, monitoring and managing the program's fiscal budgets and financials. Resolves or escalates issues as needed.
•Identifies program participants and stakeholders and leads cross-functional teams in the program's administration, maintenance or expansion.
•Interfaces with internal/external stakeholders to maintain and further develop program growth, community outreach activities, as well as relationship building and maintenance. Serves as the primary contact and resource for the program operations and administrative activities.
•Contributes to the program's communication documents including reports, policies and procedures, and other program materials.
•Utilize EMS scheduling software for booking major events and conferences, streamlining the scheduling process through feedback and innovation. Support the Manager and Coordinators in all aspects of event planning, including logistics, timelines, and coordination with departments and contractors.
Develop and maintain detailed timelines for events, ensuring all tasks are completed within set deadlines. Proactively engage in event management, from pre-conference coordination to post-event debriefs, and offer suggestions for service improvement. Design and oversee special room setups, maintaining a comprehensive graphic database of event spaces and ensuring compliance with fire and health codes.
Oversee annual event bookings and client/department databases, ensuring proper allocation based on various criteria. Administer EMS, 7 Point Solutions, and Cvent: Social Tables software for the entire health system, including managing room bookings, software updates, and staff access.
Act as the primary contact for software integration and updates, oversee the creation and distribution of training materials, and analyze room usage data to generate reports for leadership, aiming for continuous improvement and efficiency in event space utilization.
Qualifications
Education
High School Diploma Required.
Bachelor's Degree Preferred
Experience
Minimum 3 years of project and conference/meeting support experience
EMS Conference System Experience Preferred
Req ID : 1836
Working Title : Conference Services Program Administrator
Department : Conference Services
Business Entity : Cedars-Sinai Medical Center
Job Category : Administrative
Job Specialty : Administrative
Overtime Status : EXEMPT
Primary Shift : Day
Shift Duration : 8 hour
Base Pay : $35.25 - $54.64
Cedars-Sinai is an EEO employer. Cedars-Sinai does not unlawfully discriminate on the basis of the race, religion, color, national origin, citizenship, ancestry, physical or mental disability, legally protected medical condition (cancer-related or genetic characteristics or any genetic information), marital status, sex, gender, sexual orientation, gender identity, gender expression, pregnancy, age (40 or older), military and/or veteran status or any other basis protected by federal or state law.