Program Associate Office of Culture and Inclusion

How you move is why we’re here. ®

Now more than ever.

Get back to what you need and love to do.
The possibilities are endless...

Now more than ever, our guiding principles are helping us in our search for exceptional talent - candidates who align with our unique workplace culture and who want to maximize   the abundant opportunities for growth and success.

If this describes you then let’s talk!

HSS is consistently among the top-ranked hospitals for orthopedics and rheumatology by U.S. News & World Report. As a recipient of the Magnet Award for Nursing Excellence, HSS was the first hospital in New York City to receive the distinguished designation. Whether you are early in your career or an expert in your field, you will find HSS an innovative, supportive and inclusive environment.

Working with colleagues who love what they do and are deeply committed to our Mission, you too can be part of our transformation across the enterprise.

Emp Status

Regular Full time

Work Shift

Day (United States of America)

Compensation Range

The base pay scale for this position is $73,500.00 - $112,250.00. In addition, this position will be eligible for additional benefits consistent with the role. The salary of the finalist selected for this role will be determined based on various factors, including but not limited to: scope of role, level of experience, education, accomplishments, internal equity, budget, and subject to Fair Market Value evaluation. The hiring range listed is a good faith determination of potential compensation at the time of this job advertisement and may be modified in the future.

What you will be doing

Key Responsibilities

Program Planning and Accountability

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Own the annual program plan, master calendar, milestones, budget coordination, decision and risk tracking, and closeout process; provide the Director with concise, routine status updates and early notice of material risks.

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Ensure all major milestones are completed on time, including recruitment,   selection , housing coordination, onboarding, institutional accounts and access, orientation, schedules, stipends or payments, evaluation, reporting, and preparation for the next cycle.

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Maintain practical contingency plans, resolve day-to-day issues independently, and promptly escalate significant scheduling, access, student, faculty, financial, or reputational concerns.

Recruitment,   Selection , and Onboarding

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Develop and execute annual outreach with college, university, and educational partners; deliver information sessions and   maintain   accurate   recruitment materials and applicant communications.

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Manage the full application and selection process, including eligibility criteria, timelines, review materials, committee coordination, applicant records, interviews, decisions, and   timely   notifications.

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Coordinate pre-arrival requirements, housing information, forms, institutional email and badge access,   required   clearances and training, orientation, and all instructions students need to begin successfully.

Program Design, Clinical Scheduling, and Delivery

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Design a cohesive eight-week experience integrating clinical shadowing, research exposure, mentorship, educational sessions, professional development, reflection, and exposure to orthopedics, medicine, and related healthcare careers.

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Secure and confirm placements with physicians, operating rooms, clinics, researchers, administrators, educators, and external partners. Tentative interest or an incomplete calendar entry must not be treated as a confirmed assignment.

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Maintain one   accurate   source of truth for the program schedule. Each assignment must include the confirmed host, date, time, location, contact information, preparation requirements, attire, and a contingency plan.

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Distribute clear weekly and daily schedules with sufficient lead time, verify upcoming assignments, and communicate changes promptly and directly to every affected student and host.

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Prepare and   maintain   the intern handbook,   orientation   materials, faculty and mentor guidance, contact lists, templates, and other program resources.

Student, Mentor, and Stakeholder Support

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Serve as the primary, accessible point of contact for interns; conduct regular individual and cohort check-ins and monitor attendance, mentor engagement, learning, professionalism, and well-being.

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Set clear expectations   regarding   punctuality, communication, confidentiality, clinical etiquette, schedule changes, and escalation procedures; address concerns promptly, document significant issues, and involve   appropriate HSS   resources when needed.

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Prepare mentors and hosts with clear expectations and key dates,   monitor   the student-mentor experience, and intervene early when commitments or communication are not working as intended.

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Build and sustain productive relationships with faculty, staff, university partners, external organizations, donors, and colleagues supporting program operations and stewardship; coordinate   timely   recognition and thank-you communications.

Evaluation, Reporting, and Administration

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Administer baseline, midpoint, final, mentor, faculty, and alumni feedback; track participation, experiences, mentor engagement, outcomes, and longer-term educational or career progress.

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Prepare   accurate , polished executive summaries, presentations, donor or board updates, and recommendations that clearly communicate program results, operational lessons, risks, and future priorities.

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Maintain complete, secure, and easy-to-navigate program files, including schedules, contact lists, application records, approvals, decisions, correspondence, surveys, templates, and historical records that preserve institutional knowledge.

Office of Culture and Inclusion Operations

Document and knowledge management

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Maintain the Office’s shared files, folder structure, templates, archives, and naming conventions

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Maintain current rosters, contact lists, distribution lists, program records, and resource libraries

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Organize materials so information can be retrieved without relying on individual memory

Communications operations

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Maintain the Office’s communications and event calendar

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Manage routine invitations, reminders, confirmations, thank-you messages, and program updates

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Monitor the shared C&I inbox and route requests appropriately

Office-wide operating systems

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Provide limited support for office-wide events or projects that you specifically prioritize

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Maintain office and event-supply inventory

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Order supplies and prepare program materials

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Process purchase requests, invoices, reimbursements, and vendor documentation

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Maintain a basic expense log and flag budget questions

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Required Qualifications

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Bachelor's degree or   an equivalent   combination of education and directly relevant experience, plus at least three years of progressively responsible experience managing complex, deadline-driven   programs   or projects with multiple stakeholders.

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Demonstrated   experience   owning work from planning through execution, evaluation, and closeout—not solely providing event, scheduling, or administrative support.

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Exceptional project-management, organizational, and administrative skills, including the ability to manage detailed calendars,   logistics , documentation, communications, data, dependencies, and overlapping deadlines with consistent accuracy and follow-through.

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Strong relationship-building and influencing skills; able to gain cooperation, follow up persistently, hold commitments, and escalate appropriately without damaging trust.

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Excellent written, verbal, facilitation, and presentation skills, with sound judgment, discretion, empathy, composure, and professionalism when working with students, physicians, administrators, partners, donors, and senior leaders.

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Proficiency   with Microsoft 365 or comparable   project-management , scheduling, survey, presentation, data-