Program Coordinator - Office of Belonging - Hybrid

Mayo Clinic•Rochester, MN

9d•Hybrid

About The Position

The enterprise Office of Belonging Program Coordinator supports Mayo Clinic’s enterprise efforts to cultivate a culture where every team member feels respected, connected and able to contribute fully. This role delivers high-quality coordination, communication and operational support for enterprise Office of Belonging initiatives across sites and work units. Coordinates delivery of programs and events and is responsible for program registration and tracking including the utilization of the learning management system and other related software. Manages program material inventory. Organizes and assists with the execution of leadership and organization development solutions and programs for various employee levels enterprise-wide. May co-facilitate/solo facilitate program(s) or facilitate some content areas associated with a program, class, or learning session. Participates in creation and development of new programs/processes. Partners with team and others to support departmental goals and ensure quality service delivery. Assists team members with other responsibilities as necessary. Solves routine problems of limited scope and complexity following established policies and procedures. Maintains a solution-oriented approach while coordinating multiple projects. Role includes ongoing interaction with customers. Coordinate delivery of Office of Belonging programs and events, including EverybodyIN, Belonging Grand Rounds, retreats and RISE-related activities, from planning through execution and follow-up. Manage program registration, attendance tracking and reporting in learning management systems and related tools, ensuring accurate records and timely communication with participants and stakeholders. Support Office of Belonging and Belonging Oversight Committee meetings, leadership sessions and cross-functional planning meetings, including scheduling, agendas, minutes and action-item tracking. Maintain and improve electronic file systems and SharePoint sites to provide organized, secure and easily accessible program resources and documentation. Draft, format, and distribute leadership messages, memos, newsletters and other communications that highlight team member stories and organizational efforts to strengthen connection and belonging. Coordinate travel and expense processes for Office of Belonging leaders and programs, ensuring accuracy, timeliness and adherence to Mayo Clinic policies. Partner with leaders and other stakeholders to align calendars, communications and logistics that support system-wide belonging-related initiatives. Coordinate speaker and vendor logistics, including collection of bios and required forms, routing of agreements and processing of honoraria and reimbursements. Monitor shared inboxes and triage requests to provide prompt, service-oriented responses that reflect Mayo Clinic values. Identify and implement process improvements, leverage technology and pilot new approaches that enhance program reach, clarity and efficiency in a rapidly evolving environment. Work will primarily be performed remotely but at times will require incumbent to be on site. Therefore, the individual must live within a reasonable driving distance of any Mayo Clinic campus (preferably Rochester Campus).

Requirements

High school diploma or equivalent required.
Minimum of 5 years of administrative assistant experience, business, or education-related experience.
Capabilities required include exposure to cultural and organizational diversity; role model for Mayo Clinic values; good communication and interpersonal skills; demonstrated success in a customer service role; capability to coordinate multiple projects simultaneously; and strong organizational skills.

Nice To Haves

Bachelor’s degree in a related field preferred.
Strong written and verbal communication skills and demonstrated success working with leaders, colleagues and partners at all levels.
Proven ability to work both independently and collaboratively while maintaining a proactive, solutions-focused mindset in a fast-paced and sometimes ambiguous environment.
Explicit alignment with Mayo Clinic Values and a demonstrated commitment to fostering an environment where all team members feel respected and supported.
Proficiency with Microsoft tools, including Outlook (advanced calendaring), Word, Teams, Excel and PowerPoint, plus the ability to navigate or learn systems such as SharePoint, Poppulo and WordPress.
Experience coordinating large-scale events or multi-site programs, including hybrid and virtual offerings with faculty, leaders and external partners.
Experience supporting culture, engagement, employee resource groups, or workforce experience initiatives in healthcare or another large organizational setting.
Demonstrated record of innovating or improving processes, especially with evolving priorities and complex stakeholder groups.

Responsibilities

Coordinate delivery of Office of Belonging programs and events, including EverybodyIN, Belonging Grand Rounds, retreats and RISE-related activities, from planning through execution and follow-up.
Manage program registration, attendance tracking and reporting in learning management systems and related tools, ensuring accurate records and timely communication with participants and stakeholders.
Support Office of Belonging and Belonging Oversight Committee meetings, leadership sessions and cross-functional planning meetings, including scheduling, agendas, minutes and action-item tracking.
Maintain and improve electronic file systems and SharePoint sites to provide organized, secure and easily accessible program resources and documentation.
Draft, format, and distribute leadership messages, memos, newsletters and other communications that highlight team member stories and organizational efforts to strengthen connection and belonging.
Coordinate travel and expense processes for Office of Belonging leaders and programs, ensuring accuracy, timeliness and adherence to Mayo Clinic policies.
Partner with leaders and other stakeholders to align calendars, communications and logistics that support system-wide belonging-related initiatives.
Coordinate speaker and vendor logistics, including collection of bios and required forms, routing of agreements and processing of honoraria and reimbursements.
Monitor shared inboxes and triage requests to provide prompt, service-oriented responses that reflect Mayo Clinic values.
Identify and implement process improvements, leverage technology and pilot new approaches that enhance program reach, clarity and efficiency in a rapidly evolving environment.