Program Coordinator

Stanford Health Care•Menlo Park, CA

17d•$50 - $65

About The Position

The Program Coordinator supports the Business Operations & Strategic Initiatives (BOSI) team within Facilities Services, focusing on capital construction project coordination, program reporting, and operational support. The role works with Program Managers, Construction Directors, project teams, and cross-functional partners to coordinate recurring activities, maintain accurate reporting and documentation, and support standardized processes across a large construction portfolio. The position supports capital project reporting, financial review coordination, resource workload planning and tracking, dashboard maintenance, and program governance. It coordinates capital financial review meetings, prepares materials, consolidates project budget and schedule information, maintains Resource Load Plans and planned-versus-actual hours reporting, tracks milestones and action items, and supports project and portfolio dashboards. It also coordinates stakeholder communications and maintains program documentation and reporting schedules. The coordinator collects and validates project data from systems such as PMWeb and other enterprise platforms, compiles performance metrics, identifies reporting discrepancies, and prepares materials for Program Managers and leadership. The role supports process improvement by maintaining standardized templates, coordinating implementation activities, and helping improve reporting workflows and information management. The posting also describes broader program coordination duties supporting Stanford Health Care business development and customer service. These include planning and managing logistics for client relationships, marketing, and internal operations; coordinating communications and videoconferences; supporting overseas business and relationship development; preparing marketing and event materials; and working with internal and external stakeholders. The coordinator carries out assigned duties independently, communicates with management, and collaborates across clinical, administrative, ancillary, and service departments.

Requirements

Bachelor’s degree from an accredited college or university.
Four or more years of related work experience in development, office management, or customer service.
Understanding of and ability to apply project management methodology and process/performance improvement principles.
Ability to analyze and synthesize a high volume of information.
Ability to write clear, concise research documents with attention to accuracy and detail.
Excellent written, oral, and interpersonal communication skills.
Organizational skills to handle several projects simultaneously, prioritize, meet deadlines, work independently, and solve problems.
Ability to maintain confidentiality and exercise independent judgment and initiative.
Proficiency using personal computers and tools including Word, Excel, Access, online databases, CD-ROM, and the internet.
Ability to develop materials for marketing, event planning, and education.
Ability to establish and sustain relationships with staff and a variety of internal and external working groups and individuals.
Familiarity with, or ability to quickly become familiar with, an academic medical center’s organization and services.
Ability to interact with diverse groups and an international audience.

Nice To Haves

Additional language skills other than English are highly preferred.

Responsibilities

Coordinate recurring capital construction project and program activities with Program Managers, Construction Directors, project teams, and cross-functional partners.
Coordinate capital financial review meetings and prepare supporting materials.
Consolidate project budget and schedule information.
Maintain Resource Load Plans and planned-versus-actual hours reporting; support resource workload planning and tracking.
Track project milestones and outstanding action items.
Maintain and support project and portfolio dashboards.
Coordinate stakeholder communications and maintain program documentation and reporting schedules.
Collect and validate project data from PMWeb and other enterprise systems, compile performance metrics, identify discrepancies, and prepare materials for Program Managers and leadership review.
Maintain standardized templates, coordinate process improvement implementation activities, and help improve reporting workflows and information management.
Lead or support projects to improve internal operations and growth; document project scope and clearly set expectations.
Establish workgroups to address processes and procedures for existing and new services; distribute meeting minutes and other project communications.
Plan and implement logistics for internal communications, client videoconferencing, and overseas business and relationship development, including education outreach, consulting engagements, events, and travel.
Understand Care Coordination workflow and key components to help facilitate patient inquiries and visits as needed.
Handle production of collateral marketing and event materials for international internal and external activities.
Assist with selecting consultants, contractors, and vendors.
Implement quality control measures to help ensure operations and projects comply with department, hospital, and university policies.
Facilitate assessment and documentation of business process flows and make recommendations for changes needed to achieve project outcomes.
Work with customers, clients, and vendors regardless of race, gender, sexual orientation, religion, or cultural beliefs, and represent Stanford Health Care in the community.
Perform other related and incidental duties as needed or assigned.
Follow Stanford Health Care C-I-CARE standards and experience pillars in interactions with patients, families, and colleagues.