Project Program Coordinator

Aston Carter•Palo Alto, CA

8d•$33 - $64•Onsite

About The Position

The Project Program Coordinator supports departmental operations by managing project reporting, schedules, and resources while providing strong administrative, human resources, and event coordination support. This role ensures that project phases are documented accurately, departmental processes run smoothly, and staff have the tools, information, and resources they need at the right time. The coordinator also leads and facilitates workshops and meetings, oversees equipment and supply management, and serves as a key liaison between multiple departments to maintain efficient communication and high-quality service.

Requirements

Proven experience in project coordination, including managing schedules, reporting, and resource utilization.
Strong proficiency using Microsoft Office, including Word, Excel, PowerPoint, Outlook, and related Microsoft Suite tools.
Ability to schedule meetings, manage calendars, and handle email communication efficiently.
Experience with event coordination, including planning, logistics, and follow-up.
Demonstrated ability to organize office operations, including filing, supply ordering, mailing, and general office organization.
Excellent organizational and problem-solving skills with the ability to prioritize multiple and diverse tasks.
Ability to manage multiple changing priorities while maintaining accuracy and attention to detail.
Capability 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 and resolve issues.
Ability to exercise good judgment and use discretion in confidential situations.
Excellent written and verbal communication skills, with the ability to communicate clearly with a wide range of individuals.
Professional demeanor, including maintaining a composed and polished presence with faculty, management staff, and other stakeholders.
Strong sense of responsibility and accountability for assigned duties and outcomes.
Ability to prepare and manage accurate file systems consistent with standard office practices.
Capability to apply critical thinking and time management principles to develop effective work plans and achieve goals.
Demonstrated interest and ability to learn new software programs as required by the role.
Intermediate-level proficiency with computer software systems, including Microsoft Office (Word, Excel, PowerPoint).
Experience using office equipment such as multi-line or Meridian phone systems, copiers, and fax machines.
Commitment to following safety policies and procedures and incorporating ergonomic principles into daily work.

Nice To Haves

Extensive knowledge and understanding of hospital and clinic organization is preferred.
Experience working in a healthcare environment or supporting healthcare-related operations is beneficial.
Experience coordinating hiring processes, onboarding, and departmental orientations is an advantage.
Familiarity with HealthStream or similar training and compliance systems is preferred.
Experience preparing facility reports and tracking cost management efforts is helpful.
Experience in coordinating cross-departmental support with functions such as communications, housekeeping, engineering, and maintenance is valuable.
Experience facilitating workshops, committee meetings, or similar group sessions is an asset.
Comfort working with data and phone communication systems and coordinating their installation and maintenance.

Responsibilities

Manage project reporting and ensure company resources are utilized appropriately to support departmental goals.
Develop, maintain, and monitor project schedules, ensuring milestones and deadlines are clearly defined and met.
Coordinate departmental project activities and ensure all project phases are documented accurately and comprehensively.
Lead and manage individual projects as they arise, identifying additional areas of opportunity and process improvement.
Present project results and manage or facilitate individual workshops and committee meetings to share updates and outcomes.
Provide administrative leadership and expertise, overseeing the flow of paperwork and ensuring administrative processes run efficiently.
Provide policy and procedure expertise to the management team as requested, particularly related to departmental operations and personnel processes.
Ensure timely submission of evaluations and personnel-related paperwork to support the smooth functioning of staff within the department.
Coordinate the hiring of new employees within the department, including scheduling, documentation, and communication with relevant stakeholders.
Conduct initial department orientations for new hires and review departmental HealthStream course compliance to support training and onboarding.
Oversee equipment and supplies allocation, ensuring staff have the necessary tools and materials to perform their work effectively.
Facilitate periodic inventory reviews of all equipment and prepare facility reports as requested, highlighting usage, needs, and any issues.
Track and present cost management efforts at departmental staff meetings, supporting budget awareness and resource stewardship.
Plan, coordinate, and manage departmental events, ensuring logistics, communication, and follow-up tasks are completed accurately and on time.
Coordinate requests for support from departments such as communications, housekeeping, engineering, and maintenance to address operational needs.
Serve as the STAR representative, coordinating the installation and maintenance of data and phone communication systems.
Collaborate with representatives from support departments to ensure high-quality work is completed accurately and on schedule.
Ensure new hires have the necessary resources, equipment, and access at the right place and at the right time to support a smooth onboarding experience.
Organize and maintain office systems including filing, mailing, supply ordering, and general office organization.
Schedule meetings, manage calendars, and coordinate email communication to support project and departmental activities.
Participate in assigned projects and complete tasks within requested timeframes, adapting to changing priorities as needed.
Perform other related duties as assigned to support departmental operations and organizational objectives.
Follow safety policies and procedures and incorporate ergonomic principles into daily work habits.