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About the Role

HSS is a leading hospital for orthopedics and rheumatology, seeking exceptional talent to join their innovative, supportive, and inclusive environment. This role is crucial for transforming the enterprise and maximizing opportunities for growth and success.

Responsibilities

• 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.
• 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.
• Maintain practical contingency plans, resolve day-to-day issues independently, and promptly escalate significant scheduling, access, student, faculty, financial, or reputational concerns.
• Develop and execute annual outreach with college, university, and educational partners.
• Deliver information sessions and maintain accurate recruitment materials and applicant communications.
• Manage the full application and selection process, including eligibility criteria, timelines, review materials, committee coordination, applicant records, interviews, decisions, and timely notifications.
• 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.
• 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.
• Secure and confirm placements with physicians, operating rooms, clinics, researchers, administrators, educators, and external partners.
• Maintain one accurate source of truth for the program schedule, ensuring each assignment includes confirmed host, date, time, location, contact information, preparation requirements, attire, and a contingency plan.
• 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.
• Prepare and maintain the intern handbook, orientation materials, faculty and mentor guidance, contact lists, templates, and other program resources.
• Serve as the primary, accessible point of contact for interns, conducting regular individual and cohort check-ins and monitoring attendance, mentor engagement, learning, professionalism, and well-being.
• 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.
• 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.
• 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.
• Administer baseline, midpoint, final, mentor, faculty, and alumni feedback.
• Track participation, experiences, mentor engagement, outcomes, and longer-term educational or career progress.
• Prepare accurate, polished executive summaries, presentations, donor or board updates, and recommendations that clearly communicate program results, operational lessons, risks, and future priorities.
• Maintain complete, secure, and easy-to-navigate program files, including schedules, contact lists, application records, approvals, decisions, correspondence, surveys, templates, and historical records.
• Maintain the Office’s shared files, folder structure, templates, archives, and naming conventions.
• Maintain current rosters, contact lists, distribution lists, program records, and resource libraries.
• Organize materials so information can be retrieved without relying on individual memory.
• Maintain the Office’s communications and event calendar.
• Manage routine invitations, reminders, confirmations, thank-you messages, and program updates.
• Monitor the shared C&I inbox and route requests appropriately.
• Provide limited support for office-wide events or projects that you specifically prioritize.
• Maintain office and event-supply inventory.
• Order supplies and prepare program materials.
• Process purchase requests, invoices, reimbursements, and vendor documentation.
• Maintain a basic expense log and flag budget questions.

Requirements

• Bachelor's degree or an equivalent combination of education and directly relevant experience.
• At least three years of progressively responsible experience managing complex, deadline-driven programs or projects with multiple stakeholders.
• Demonstrated experience owning work from planning through execution, evaluation, and closeout—not solely providing event, scheduling, or administrative support.
• 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.
• Strong relationship-building and influencing skills; able to gain cooperation, follow up persistently, hold commitments, and escalate appropriately without damaging trust.
• 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.
• Proficiency with Microsoft 365 or comparable project-management, scheduling, survey, presentation, data-tracking, documentation, and shared-file tools.
• Ability to work consistently on site during the summer, attend occasional early morning, evening, or weekend activities, and travel locally as needed.

Skills

• Project management
• Organizational skills
• Administrative skills
• Calendar management
• Logistics management
• Documentation management
• Communication management
• Data management
• Dependency management
• Deadline management
• Relationship building
• Influencing skills
• Cooperation
• Follow-up
• Escalation
• Written communication
• Verbal communication
• Facilitation
• Presentation skills
• Judgment
• Discretion
• Empathy
• Composure
• Professionalism
• Microsoft 365
• Project-management tools
• Scheduling tools
• Survey tools
• Presentation tools
• Data-tracking tools
• Documentation tools
• Shared-file tools
• Experience with undergraduate or premedical students
• Experience in healthcare, academic medicine, higher education, nonprofit, or another matrixed environment
• Experience with clinical shadowing or physician scheduling
• Experience with donor-funded programming and reporting
• Experience with recruitment
• Experience with application review
• Experience with program evaluation
• Experience with surveys
• Experience with longitudinal participant tracking

Location

• New York City

Work Type

• Regular Full time
• Day shift

Experience Level

• At least three years of progressively responsible experience

Education Level

• Bachelor's degree or equivalent combination of education and experience

Salary/Compensations

• $72,000.00 - $109,500.00

Benefits

• Additional benefits consistent with the role

About the Company

• HSS is consistently among the top-ranked hospitals for orthopedics and rheumatology by U.S. News & World Report.
• HSS was the first hospital in New York City to receive the distinguished Magnet Award for Nursing Excellence.
• HSS offers an innovative, supportive and inclusive environment for early career and expert professionals.
• 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.

Equal Opportunity

• Hospital for Special Surgery is committed to providing high quality care and skilled, compassionate, reliable service to our community in a safe and healing environment.
• Hospital for Special Surgery provides care, admits, and treats patients and provides all services without regard to age, race, color, creed, ethnicity, religion, national origin, culture, language, physical or mental disability, socioeconomic status, veteran or military status, marital status, sex, sexual orientation, gender identity or expression, or any other basis prohibited by federal, state, or local law or by accreditation standards.