Program Project Coordinator

Aston Carter•Newark, CA

3d•$33 - $64•Onsite

About The Position

The Program Project Coordinator supports the organization by coordinating projects and programs that enhance departmental integration and operational efficiency. This role provides leadership in financial management, human resources support, communications, purchasing, inventory management, and general administrative functions. The coordinator manages project schedules and reporting, serves as a liaison between internal departments and external vendors, and builds strong, positive relationships with support teams and stakeholders to ensure high-quality, timely outcomes.

Requirements

Demonstrated experience in project coordination and project management.
Strong administrative support experience, including managing paperwork, workflows, and file systems.
Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and calendar management tools.
Ability to schedule and coordinate meetings, events, and project activities.
Excellent organizational and problem-solving skills with the ability to prioritize multiple and diverse tasks.
Proven ability to manage multiple changing priorities in a fast-paced environment.
Ability to take direction and work effectively both independently and collaboratively with others.
Demonstrated ability to independently seek out and obtain information needed to complete tasks.
Ability to exercise good judgment and maintain discretion in confidential situations.
Excellent written and verbal communication skills, with the ability to communicate clearly and professionally with a wide range of stakeholders.
Strong sense of responsibility for assigned duties and a professional approach to work.
Ability to maintain accurate file systems consistent with standard office practices.
Strong critical thinking and time management skills to develop effective work plans and achieve goals.
Intermediate-level proficiency using computer software systems, including Microsoft Word, Excel, PowerPoint, and other standard office equipment such as phone systems, copiers, and fax machines.
Ability and willingness to learn new software programs as required.
Commitment to following safety policies and procedures and applying ergonomic principles in daily tasks.

Nice To Haves

Extensive knowledge and understanding of hospital and clinic organization is preferred.
Experience working in a healthcare or clinical environment is an advantage.
Experience coordinating with multiple departments such as communications, housekeeping, engineering, and maintenance.
Experience working with vendors and external partners to support departmental needs.
Familiarity with data and phone communication systems coordination is beneficial.

Responsibilities

Coordinate and manage projects and programs that support departmental and organizational integration.
Manage project reporting to ensure resources are utilized appropriately and project status is clearly communicated.
Develop, maintain, and monitor project schedules, ensuring milestones and deadlines are met.
Coordinate departmental project activities and ensure all project phases and deliverables are documented accurately.
Lead and manage individual projects as they arise, identifying additional areas of opportunity and improvement.
Present project results and facilitate workshops and committee meetings to share findings and drive decisions.
Provide leadership and expertise in administrative processes and the flow of paperwork within the department.
Support human resources and recruitment activities by providing policy and procedure guidance to the management team.
Ensure timely submission of performance evaluations and personnel-related paperwork to support smooth departmental operations.
Coordinate the hiring process for new employees, including initial department orientation and review of required training compliance.
Oversee equipment and supply allocation to ensure departments have the necessary resources.
Facilitate periodic inventory reviews of all equipment and prepare facility reports as requested.
Track, analyze, and present cost management efforts during departmental staff meetings.
Plan, coordinate, and manage departmental events from conception through execution.
Coordinate requests for support from departments such as communications, housekeeping, engineering, and maintenance.
Serve as the primary representative for coordinating installation and maintenance of data and phone communication systems.
Collaborate with support departments and vendors to ensure quality work is completed on time.
Ensure new hires have access to required resources, equipment, and tools at the right place and time.
Follow safety policies and procedures and incorporate ergonomic principles into daily work habits.