Program Project Coordinator - Facilities Planning & Design

Stanford Health Care•Palo Alto, CA

1d•$44 - $57•Onsite

About The Position

If you're ready to be part of our legacy of hope and innovation, we encourage you to take the first step and explore our current job openings. Your best is waiting to be discovered. Day - 08 Hour (United States of America) This is a Stanford Health Care job. Step into a role that keeps our Facilities Planning & Design organization moving at the speed of leadership as the Program Project Coordinator (PPC). This role will be the strategic force behind the VP of FPD, powering decisions, momentum, and clarity across a high visibility, fast moving organization. Based on site in Palo Alto, the ideal candidate would own executive level coordination that keeps priorities aligned and initiatives on track. In this role, success means mastering complex calendars, orchestrating senior leadership meetings, and ensuring follow-through on critical actions that shape the FPD business unit’s performance. For the complete job description, keep reading. The Facilities Services division enhances health through leadership, collaboration, and innovation. Our team offers essential non-clinical support 24/7, ensuring safe operations and planning for future needs. We represent the intersection of planning, construction, general services, and facilities operations. Learn more about Facilities Services at: Facilities Services | Stanford Health Care The Facilities Planning & Design (FPD) business unit leads the planning, design, and improvement of Stanford Health Care’s spaces to advance excellence in care, innovation, and experience. With expertise across Planning, Design, Land Use & Licensing, Art, Wayfinding, Signage, and Facilities Administration, FPD turns vision into reality, creating functional, compliant, and inspiring environments aligned with Stanford Medicine’s mission. A Brief Overview Under the direction of the Manager, assist managing projects and programs which support the Stanford Hospital and Clinics organization and integration of the department. Provides leadership in the areas of financial management, human resources, communications, purchasing, inventory management, and other department support. Coordinates projects and activities. Serves as liaison to customers and other departments. Strong, positive relationships required with support departments as well as with vendors.

Requirements

The ideal candidate must have experience managing the calendar for a senior executive.
Lead seamless executive scheduling and meeting preparation that anticipates needs before they arise
Ability to maintain composure, flexibility, and professionalism in a fast-paced, high-visibility environment.
Strength with Microsoft 365, SharePoint, and process optimization
High school diploma or equivalent required.
Two to five years of experience interacting with clients, customers and/or patients in a complex environment.
Extensive knowledge and understanding of hospital and clinic organization preferred.
Excellent organizational and problem solving skills with the ability to prioritize multiple and diverse tasks.
Possesses an ability to manage multiple changing priorities.
Must be able to take direction and work effectively both alone and collaboratively with others.
Demonstrated ability to independently seek out and obtain information.
Demonstrated ability to exercise good judgment and use discretion in confidential situations.
Excellent written and verbal communication skills required.
Able to communicate clearly and maintain professional appearance and composure with all types of individuals including faculty, management staff and others.
Exhibits a professional approach to work including a sense of responsibility for assigned duties.
Prepares and manages accurate file systems in a manner that is consistent with standard office practice.
Ability to utilize critical thinking skills and time management principles in developing effective work plans to achieve goals.
Demonstrated ability and interest in learning new software programs as required.
Intermediate level proficiency using computer software systems including Microsoft Office, Word, Excel, PowerPoint as well as other office equipment including Meridian phone system, copiers, facsimile, etc.
Follows safety policies and procedures.
Incorporates ergonomic principles in work habits.

Nice To Haves

Bachelors Degree preferred.

Responsibilities

This role focuses heavily on calendaring support and strategically managing coordination of senior leadership and project meetings and events.
Track commitments and decisions to keep teams aligned and accountable
Collaborate with the PPCs for senior leaders, external partners, and cross-functional teams, representing the VP’s availability with credibility and tact.
Support operational workflows including travel arrangements, expense reporting, procurement requests, and administrative approvals.
Handle highly sensitive information with absolute confidentiality and discretion.
Identify opportunities to streamline administrative processes and improve executive efficiency.
Manages reporting and ensures company resources are utilized appropriately.
Manages project schedules.
Coordinates departmental project activities and ensures project phases are documented appropriately.
Manages individual projects as they arise and provides direction regarding additional areas of opportunity.
Presents results and manages/facilitates individual workshops and committee meetings.
Provides leadership and expertise of the administrative processes and flow of paperwork within Stanford Hospital and Clinics (SHC).
Provides policy and procedure expertise as requested by the Management Team.
Guarantees timely submission of evaluations and paperwork associated with the smooth functioning of personnel within department.
Coordinates hiring new employees, and gives initial department orientation and reviews departmental HealthStream Courses compliance.
Oversees equipment and supplies allocation.
Facilitates periodic inventory review of all equipment and prepares appropriate facility reports as requested.
Tracks and presents cost management efforts to at departmental staff meetings.
Manages events.
Coordinates requests for support from departments such as communications, housekeeping and engineering and maintenance.
Serves as the STAR representative, coordinating the installation and maintenance of data and phone communication.
Works with representatives from those departments to insure that quality work is completed on a timely basis.
Ensures that new hires have resources as needed – at the right place at the right time.
Participates in projects as assigned and completes within requested timeframes.
Performs other related work as assigned.