Coordinator, Clinical Practice & Quality

The Infectious Diseases Society of America (IDSA) is seeking a Coordinator, Clinical Practice & Quality. IDSA is a community of over 13,000 physicians, scientists and public health experts who specialize in infectious diseases. Our mission is to improve the health of individuals, communities, and society by promoting excellence in patient care, education, research, public health, and prevention relating to infectious diseases.

We are an innovative and dynamic professional association committed to the principles of inclusion, diversity, access, and equity.

Our team embodies the following core values:

Member-Centric, Excellence, Respect, Innovation, Teamwork and Trust

The Society is a great place to work! IDSA has a highly competitive total compensation package, offers flexible work, telework arrangements, and our organizational culture is highly rated by staff. Our new office is located two blocks from the metro and has a free gym onsite.

The Coordinator, Clinical Practice & Quality, supports the Society’s efforts to provide ID clinicians with the tools and resources to support high quality ID care services, with a particular focus on antimicrobial stewardship and other high-priority topics. This role has primary responsibility for coordinating administrative activities within the Antimicrobial Stewardship Centers of Excellence (ASCoE) program including processing applications, managing the program database, organizing program records and files, and generating reports for program leadership. This role also provides programmatic support to the Clinical Affairs department use of databases, platforms and analytics.

The ideal candidate is passionate about clinical quality and possesses a blend of analytical, organizational, and administrative skills.

Qualifications

Characteristic Essential Responsibilities:

Program Coordination and Project Management:

• Coordinates the ASCoE program application process by facilitating the flow of submitted applications, organizing applications and documents, recording information from applicants and designated hospitals, supporting the volunteer review panel evaluations of applications, generating invoices and issuing determination notices.
• Maintains ASCoE application forms in FormAssembly, updating based on changes to program or criteria; create links for each application cycle; archive forms following completion of application cycles
• Processes new and renewal applications by organizing and saving documents in appropriate SharePoint folders per program SOP
• Coordinates bi-annual renewal process by notifying contacts per program SOP; monitors and tracks renewal applications; creates reports for each application cycle of non-renewals
• Supports volunteer review panel with evaluations by maintaining list of review teams for each cycle; sends file links to reviewers and save evaluations; participates in panel meetings and record determinations; generates evaluation reports; sends determination emails to applicants per program SOP
• Coordinates invoicing of CoE license fees by generating invoices in SalesForce; monitors dashboard for payment updates: schedules outstanding invoice reviews for each application cycle; sends outstanding invoice notifications per program SOP; notifies department leadership of issues
• Processes designation documents and notifications after payment confirmed by creating and sending certificate and designation letter per program SOP; sends list of new designations to marketing; update CoE hospital list on website

Operations, Systems, and Processing Requests:

• Coordinates ASCoE program database and reports in Salesforce: enters and updates account names, contacts, status, renewal group and other key information
• Manages access to the CoE Action Network with updates based on CoE designations and renewals
• Monitors reports in SalesForce and Higher Logic to assess for changes
• Provides updates to department and program leadership on activity
• Generates reports as requested for department, Subcommittee and IDSA leadership
• Collaborates with IT to develop workflows and integration including to FormAssembly, SharePoint and other internal systems

Administrative:

• Processes off-boarding of expired CoE hospitals: updates database records; removes members from the ASCoE community; moves folders and documents to appropriate SharePoint folders per program SOP; updates CoE hospital list on website
• Provides support and coordinate logistics for ASCoE Subcommittee and chair meetings: organize and send materials; record attendance and minutes; set up and manage Zoom sessions. Serve as back up for ASCoE webinar logistics.
• Provides data analysis and other programmatic support for other programs within the Clinical Affairs team as needed.
• Performs other work-related duties as assigned.

Minimum Qualifications and Experience:

• Associate’s degree in health-related field or equivalent work experience
• At least 2 years of relevant experience in a similar setting such as a medical association or nonprofit organization preferred
• Experience in managing a database to maintain records, generate reports and monitor program activities
• Experience working both independently and as part of a multi-disciplinary team; experience working remotely preferred

Competencies: Knowledge, skills, and abilities

• Excellent skills in organizing and record keeping
• Excellent oral and written communication skills
• Strong interpersonal skills and the ability to work effectively with IDSA volunteers, staff, and external stakeholders
• Ability to leverage technology (e.g., MS Office, videoconferencing, and internet-based office tools) thoughtfully in pursuit of achieving short, and mid-term objectives within a virtual and hybrid business environment
• Strong problem-solving skills
• Proficiency in Microsoft Office suite and Zoom/Zoom meetings
• Excellent organizational skills and ability to successfully multi-task in a fast-paced, professional environment while meeting deadlines
• Excellent attention to detail
• Proficient with or the ability to quickly learn systems or computer applications
• Ability to work independently and coordinate multiple priorities and deadlines

Additional Qualifications: (Such as certifications, industry-specific experience and experience working with certain equipment)

• SalesForce experience preferred
• Experience in a healthcare or clinical organization preferred

Travel Requirements

• Annual Retreat
• End of Year Celebration
• IDWeek

Physical Demands

• This position requires sitting and/or standing at a desk, prolonged sitting and bending and lifting during travel, as well as extensive sitting, standing, walking, and lifting during IDWeek.
• This role also requires access to stable internet, and ability to spend several hours on the computer.

EEO Statement:

The Infectious Diseases Society of America (IDSA) is an equal opportunity employer and considers all applications without regard to race, color, religion, creed, sexual orientation, gender, gender identity, gender expression, national origin, age, disability, socioeconomic status, marital or veteran status. We also welcome those of all abilities and make reasonable accommodations to support successful outcomes for our team members.