Program Coordinator

Stanford Health Care•Menlo Park, CA

10d•$50 - $65•Hybrid

About The Position

The Program Coordinator supports the Business Operations & Strategic Initiatives team within Facilities Services, with a focus 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 reporting and documentation, and support standardized processes across a construction portfolio. The position supports capital project reporting, financial review coordination, resource workload planning and tracking, dashboard maintenance, and program governance. It collects and validates project information from PMWeb and other enterprise platforms, compiles performance metrics, identifies reporting discrepancies, and prepares materials for Program Managers and leadership. The coordinator also maintains templates and documentation, coordinates process-improvement implementation, and helps improve reporting workflows and information management. The posting also describes responsibility for planning, implementing, and supporting new or restructured programs that support Stanford Health Care business development and customer service. This includes managing logistics for client relationships, marketing, and internal operations; coordinating with Stanford Health Care, Lucile Packard Children's Hospital, the School of Medicine, Stanford University departments, corporate partners, alumni networks, and external organizations and individuals. The role carries out assigned duties independently, communicates with management, and collaborates with clinical, administrative, ancillary, and service departments. The role is based at Stanford Health Care in Menlo Park and is listed as hybrid. It is a 1.0 FTE, full-time, day-shift position. The stated base pay scale is generally $49.71–$64.61 per hour; the finalist's salary will depend on factors including internal equity, experience, education, specialty, and training.

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 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 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 varied internal and external working groups and individuals.
Familiarity with, or ability to quickly become familiar with, an academic medical center and its services.
Ability to carry out assigned duties independently while communicating regularly with management.

Nice To Haves

Additional language skills other than English are highly preferred.

Responsibilities

Coordinate 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.
Track project milestones and outstanding action items and help keep reporting activities and deliverables on schedule.
Develop and maintain project and portfolio dashboards, program documentation, and standardized templates.
Collect and validate project data from PMWeb and other enterprise platforms, compile performance metrics, identify discrepancies, and prepare materials for leadership review.
Coordinate stakeholder communications and support program governance activities.
Coordinate implementation of process improvements and help improve reporting workflows and information management.
Lead or support projects to improve internal operations and growth, documenting scope and clearly setting expectations.
Establish workgroups to address processes and procedures; distribute meeting minutes and other project 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 key components to help facilitate patient inquiries and visits as needed.
Produce collateral marketing and event materials for International internal and external activities.
Assist with selecting consultants, contractors, and vendors.
Implement quality-control measures to ensure operations and projects comply with department, hospital, and university policies.
Assess and document business-process flows and make recommendations to support required changes and project outcomes.
Interact with customers, clients, vendors, and diverse groups; act as an ambassador for Stanford Health Care in the community.
Perform other related and incidental duties as needed or assigned.