About The Position
The Project Coordinator works with internal and external contacts to organize the various components needed to initiate, run and conclude a major project. Duties include coordinating schedules and activities, placing orders for supplies and services, and tracking progress and results. Requires excellent communication skills and extensive knowledge of database and project management software.
Requirements
- Requires Bachelor's degree (or equivalent combination of formal education and experience).
- 3-5 years of relevant post-collegiate professional experience required.
- Excellent verbal/written English communication skills, including excellent grammatical, editing and proofreading skills.
- Advanced skills with Microsoft applications (Outlook, Word, Excel, PowerPoint, Access) and other web-based applications.
- Ability to produce complex documents, perform analysis and maintain databases.
- Ability to work independently and exercise independent judgment.
- Excellent interpersonal skills necessary to be socially perceptive in accepting and relaying confidential information, communicating policies and procedures, and interacting effectively with a variety of Medical Center personnel and outside personnel.
- Strong problem solving skills.
- Proven ability to work with confidential information
Nice To Haves
- Previous project coordination also preferred.
Responsibilities
- Establishes collaborative relationships among the various project and constituent groups, with the aim of promoting the concept of integrated systems.
- Facilitates and coordinates the work of multiple project teams engaged in the establishment and implementation of new projects to support the Project Manager(s)/Directors and executive leadership.
- Develops and maintains a detailed project schedule which includes administrative tasks and all sites involved in the project.
- Participates in implementation and on-going project meetings.
- Follows up with team members, monitoring progress towards achievement of deliverables, to ensure adherence to deadlines and to enable the project team to more efficiently complete the highest priority work.
- Reviews, monitors and track progress towards completion of projects; maintain records and assist in preparing reports through familiarity with progress in projects.
- Responsible to track project changes and to produce updated weekly project schedule.
- Ensure coordination of the interfaces between departments and stakeholders.
- Performs administrative functions such as: Preparing and/or editing meeting minutes, presentations and tables.
- Coordinate meetings, including travel arrangements and expense reports (if applicable).
- Files all project documents (hard and soft copies).
- Identifies and works to remove barriers to successful completion of the overall project, with particular emphasis on resolving issues with other stakeholders across the system
- Facilitates decision making processes as appropriate, serving as liaison between key stakeholders, and adjudicating disagreements on approach to ensure the maintenance of an integrated, institutional focus for the overall project.
- Provides timely project status updates to the Directors and executive leadership; submits for Weekly Agenda resolution meeting those problems and issues that cannot be resolved at lower levels.
- Maintain and update company database.
- Generates customized reports in Excel (including pivot tables, VLookup’s, etc.) and Access.
- Assists with editing and tracking vendor contracts, tracks and monitors project expenses, processes invoices and purchase orders, and puts together the project close-out manuals (if applicable).
- Serves as first point of contact with external vendor representatives and functional consultants on overall strategic and technical project matters.
- Handles all correspondence between internal constituents and outside vendors (if applicable).
- Develops project punch list to complete and settle each contract (including the resolution of any open items) and close each contract applicable to the project or project phase.
- Works with auditors and stakeholders to compare target objectives versus actual performance ensuring that the key issues of cost, time, quality and above all, client/end user satisfaction, have been realized.
- Finalize all activities across all of the process groups to formally close the project or a project phase
Benefits
- medical
- dental
- vision
- pharmacy
- discretionary annual bonuses
- merit increases
- Flexible Spending Accounts
- 403(b) savings matches
- paid time off
- career advancement opportunities
- resources to support employee and family well-being
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What This Job Offers
Career Level
Mid Level
