Project Coordinator - Global Health (Full Time, Days)

Nicklaus Children's Hospital•Miami, FL

1d•Onsite

About The Position

Supports the Global Health Leadership team with the coordination, implementation, and execution of special projects, as well as providing clerical and administrative support. This role involves timely management of all project phases and resources, producing necessary documentation for project planning and execution. The Project Coordinator ensures quality services for internal and external customers, aligning with the organization's visions and values.

Requirements

2-4 years of Administrative Assistant or project management experience required
Bilingual (English/Spanish) required
Proficiency in Microsoft Word, Excel, PowerPoint and Outlook.
Ability to communicate effectively verbally and in writing.
Able to maintain confidentiality of sensitive information.

Nice To Haves

Healthcare experience preferred
International customer service experience preferred.
Able to adapt and react calmly under stressful conditions.
Able to set priorities, meet deadlines, and successfully handle multiple concurrent tasks.
Strong problem solving skills and attention to detail.
Able to work efficiently in a team environment.
Ability to work independently and flexibly with minimal supervision.
Ability to represent department/function in a professional, courteous, and efficient manner.

Responsibilities

Assists Department Leadership Team with special projects, organizes meetings/conferences, hospital tours, and other special events.
Performs research for project deliverables.
Uploads documents into MediTract for legal approval and tracks progress.
Saves copies of fully executed agreements and emails copies to relevant parties.
Oversees the signature routing process through full execution, including obtaining all required signatures and following up as needed.
Prepares standard and routine reports, presentations, memorandums, letters, meeting agendas and minutes, spreadsheets, graphics, charts, and databases.
Assists in formatting and proofreading of business documents, internal and external reports.
Submits PO's requests and follows up on completion.
Verifies and submits invoices for approval by the Department Head(s).
Maintains the content and visual appeal of the department’s internal and external website and social media presence.
Submits work orders to maintain appropriate phone, computer, and equipment repair and services.
Executes projects and special assignments by establishing objectives, determining priorities, and managing timelines.
Creates status reports and general tracking mechanisms to ensure achievement of objectives through a detailed approach to task execution.
Schedules and coordinates meetings for the Department Leadership Team and follows up as needed.
Prepares draft agenda, meeting minutes, and other sensitive documents.
Coordinates travel arrangements, maintains logs/reports.
Prepares and routes pre-approval and reimbursement forms for review/signature and monitors completion.
Reconciles PNC card in system for Department Head(s).
Allocates expenses to appropriate cost center and financial accounts.
Responsible for oversight of the Global Health House ensuring regular maintenance and cleaning is up to date.
Provides support to guests during their stay.
Maintains discretion and confidentiality regarding relationships, discussions, and material that the Department Leadership Team is privy to.