Program Coordinator, Wellbeing

MedAmerica•Sacramento, CA

4h•Remote

About The Position

This role is responsible for coordinating wellbeing and workforce experience programs, committees, and live events to ensure a positive end-user experience. This includes tasks such as scheduling, taking notes, tracking attendance, ordering catering, facilitating room setup, troubleshooting issues, overseeing technical support, and creating event materials. The programs encompass JIM Workgroup meetings, Wellness Committee meetings, virtual webinars, and in-person Wellness Fairs. The coordinator will serve as a key program contact, identify ways to increase engagement, track action items, send reminders, and ensure timely task completion. They will also manage event logistics for the "Wellness Calendar," set up Zoom and Teams meetings, troubleshoot technical issues, and provide support to speakers. Additionally, the role involves monitoring and analyzing attendance and participation trends, assisting with program metrics and feedback gathering, supporting post-event follow-up, researching new ideas and solutions, coordinating with external vendors, and assisting with special projects. The coordinator will also manage complex calendars, schedule meetings, arrange travel, prepare professional correspondence, complete expense reports, organize SharePoint sites and Yammer, create and edit various communication materials, promote wellness programs, streamline communication of offerings, edit event recordings, partner with other teams to improve administrative processes, track training completion, and represent Vituity Wellbeing at Partnership-wide meetings.

Requirements

High School Diploma or GED equivalent required.
Two (2) years of administrative or office support, administrative analyst, or project/ or department coordination/support role required.
Some college or equivalent experience required.
Ability to work independently with drive and initiative but also work well within a teamwork setting.
Detail-oriented, organized, and flexible individual able to perform multiple tasks with varying priorities under conditions requiring speed and accuracy.
General knowledge of administrative procedures and standard business office practices.
Must have strong customer service with client interactions both verbally and written.
Strong analytical skills, creative conceptualization, collaborative management ability, and oral and written communication skills.
Demonstrated ability to handle detailed work accurately and quickly, work to deadlines on multiple projects, and to work as a team member in a collaborative and participatory manner, and to interact both in person and over phone with a courteous and professional demeanor.
Strong customer service skills.
Strong verbal and written communication skills.
Ability to use office equipment and automated systems/applications/software at an acceptable level of proficiency.
Ability to establish and maintain effective working relationships as required by the duties of the position.
Ability to read, understand, and communicate in English sufficient to perform the duties of the position.
Intermediate to advanced MS Excel, Word, PowerPoint, and Outlook skills.
Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
Willingness to travel occasionally for meetings and events.

Nice To Haves

Previous customer service experience preferred.
3-4 years of increasingly complex administrative support and project coordination experience preferred.
Bachelor’s degree preferred.

Responsibilities

Participate in and help coordinate wellbeing and workforce experience programs, committees, and live events to ensure a positive end user experience such as scheduling, taking notes, tracking attendance, ordering catering, facilitating room set up, troubleshooting issues, overseeing technical support, and creating event materials.
Serve as a key program contact for established programs and identify ways to increase engagement.
Track meeting and workgroup action items, send reminders, and ensure timely completion of tasks to support program success.
Send invitations and manage event logistics on behalf of the “Wellness Calendar,” ensuring all stakeholders are informed, including Feel Good Friday, Virtual Webinar/Education sessions.
Set up Zoom and Team meetings, troubleshoot technical issues, and provide support to speakers to ensure smooth session delivery.
Monitor and analyze attendance and participation trends to assess program effectiveness.
Assist with the design, gathering, and analyzing of program metrics and feedback to measure effectiveness and impact, to ultimately support offering development and enhancement.
Support post-event follow up such as billing, evaluation, metric gathering and analyzing, and supplies inventory.
Brainstorm and research new ideas, tools, techniques, and cost-effective solutions and provide recommendations on potential usage with our programs to address goals and problems.
Coordinate with external vendors, wellness providers, and community partners to enhance wellness related offerings and expand resources available to employees.
Assist with special projects as needed.
Manage complex calendars, prioritize appointments, and coordinate scheduling time and availability.
Schedule internal and external meetings, prepare agendas, and ensure all logistics are handled efficiently and professionally.
Arrange travel accommodations as needed and handle any related logistics to ensure smooth and organized travel experiences.
Prepare and edit professional correspondence, communications, reports, presentations, and other documents on behalf of senior-level leaders.
Complete senior-level leaders’ expense reports and track for reimbursement.
Organize, update, and maintain SharePoint sites and Yammer, ensuring information remains current and easily accessible.
In collaboration with subject matter experts, create and edit emails, newsletters, reports, job aids, infographics, presentations, flyers, process documentation, and newsletter announcements.
Assist with development and coordination of messaging across multiple channels to effectively promote wellness programs and increase engagement.
Identify and support ways to streamline communication of offerings across populations.
Edit and distribute event recordings.
Partner with other teams and workgroups on continuously improving administrative processes, and activities cross-functionally to create best possible learning experience for users.
Help track training completion status and follow up with managers and users as needed.
Represent Vituity Wellbeing at Partnership-wide meetings (Symposia and Partnership meetings); staffing resource booth, promoting wellness, and answering questions.

Benefits

Superior health plan options
Dental, Vision, HSA/FSA, Life and AD&D coverage, and more
Top Tier 401(k) retirement savings plans that offers a $1.20 match for every dollar up to 6%25 plus discretionary profit-sharing contributions (eligible January following 18 months of service)
Generous paid time off starting 3-4 weeks’ annually
Student Loan Refinancing Discounts
Professional and Career Development Program
EAP and travel assistance included
Wellness program
Purpose-driven culture focused on improving the lives of our patients, communities, and employees
Monthly wellness events and programs such as yoga, HIIT classes, and more
Trainings to help support and advance your professional growth
Team building activities such as virtual scavenger hunts and holiday celebrations
Flexible work hours
Opportunities to attend Vituity community events including LGBTQ+ History, Día de los Muertos Celebration, Money Management/Money Relationship, and more