Program Coordinator

Stanford Health Care•Menlo Park, CA

15d

About The Position

The Program Coordinator supports Stanford Health Care’s Business Operations & Strategic Initiatives (BOSI) team within Facilities Services, coordinating capital construction projects, 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 project information, support standardized processes, and strengthen project oversight and operational efficiency across a construction portfolio. Responsibilities include coordinating capital financial review meetings and supporting materials; consolidating project budget and schedule information; maintaining Resource Load Plans and planned-versus-actual hours reporting; tracking milestones and action items; and supporting project and portfolio dashboards. The coordinator also maintains program documentation, coordinates stakeholder communications, and helps keep reporting activities and deliverables on schedule. Using systems such as PMWeb and other enterprise platforms, the role collects and validates project data, compiles performance metrics, identifies discrepancies, and prepares materials for management and leadership review. The coordinator supports process improvement through standardized templates, implementation coordination, and improved reporting and information-management workflows. The broader role description includes planning, implementing, and supporting new or restructured programs for Stanford Health Care business development and customer service. It coordinates logistics for client relationships, marketing, and internal operations, and collaborates with clinical, administrative, ancillary, and service departments, as well as the School of Medicine. Internal and external contacts include Stanford Health Care, Lucile Packard Children’s Hospital, the School of Medicine, Stanford University departments, corporate partners, executive health program departments, alumni networks, multinational corporations, medical centers, foundations, and patients and families. The coordinator carries out assigned duties independently and communicates regularly with management. Facilities Services provides non-clinical support for safe and efficient operations and future growth, spanning planning, construction, general services, and facilities operations. BOSI supports Facilities Services’ budgeting, staffing, process improvement, reporting, and organizational planning, working with partners including Human Resources, Finance, Supply Chain, Technology & Digital Solutions, and Legal.

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 high volumes of information.
Ability to write clear, concise research documents with accuracy and attention to detail.
Excellent written, oral, and interpersonal communication skills.
Ability to interact with diverse groups and an international audience.
Organizational skills to manage several projects simultaneously, prioritize, meet deadlines, work independently, and solve problems.
Ability to maintain confidentiality and exercise independent judgment and initiative.
Proficiency with personal computers and Word, Excel, Access, online databases, CD-ROM, and the internet.
Ability to develop marketing, event-planning, and educational materials.
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 and its services.
Any combination of education and experience that provides the required knowledge, skills, and abilities may qualify, subject to required licenses or certifications.
No licenses or certifications are listed as required.

Nice To Haves

Additional language skills other than English are highly preferred.

Responsibilities

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.
Track project milestones and outstanding action items.
Support development and maintenance of project and portfolio dashboards.
Coordinate stakeholder communications and maintain program documentation.
Collect and validate project data, compile performance metrics, identify reporting discrepancies, and prepare materials for management and leadership review.
Maintain standardized templates and coordinate process-improvement implementation and reporting workflows.
Lead or support projects to improve internal operations and growth; document scope and set project expectations.
Institute workgroups to address processes and procedures for existing and new services, and distribute meeting minutes and related communications.
Plan and implement logistics for internal communications; videoconferencing with clients; and overseas business and relationship development, including education outreach, consulting engagements, events, and travel.
Understand care coordination workflows and facilitate patient inquiries and visits as needed.
Produce collateral marketing and event materials for international internal and external activities.
Assist in selecting consultants, contractors, and vendors.
Implement quality-control measures to support compliance with department, hospital, and university policies.
Assess and document business-process flows and make recommendations for changes needed to achieve project outcomes.
Represent Stanford Health Care in community interactions and demonstrate respectful service to customers, clients, and vendors.
Perform other related and incidental duties as needed or assigned.