Senior Program/Project Coordinator

Stanford Health Care•Menlo Park, CA

1d•$46 - $60•Onsite

About The Position

Sr Program Project Coordinators manage daily project activities in conjunction with project and senior project managers who provide centralized oversight/structure to multiple VP areas in executing complex, organization-wide projects (such as the 500P activation). Projects require the complex coordination of space planning, facilities construction, logistics, compliance and clinic operational planning. In addition, Senior Project Coordinators independently manage related projects of smaller scope. Senior Project Coordinators assume responsibility for key project team members, deliverables and activities, resource/equipment/information coordination. Senior Project Coordinators use their independent judgement to resolve or triage critical issues, identify risks and escalations, provide project schedule updates and exercise financial responsibility. Locations Stanford Health Care What you will do Independently manages smaller scale projects. Solely responsible for project outcomes and successful execution of activations related to opening. Provides direction to project team members, determines and plans day-to-day project activities and apportions project work among team members. Ensures project team members have the tools, processes and standard work necessary to complete activities. Working from project plans, identifies task owners and schedules and provides day-to-day coordination of project related tasks. Identifies potential problems/impediments and resolves as appropriate. Keeps the project focused on its objectives. Identifies missed deadlines, assesses impact and appropriate mitigation efforts. Identifies interdependencies and adjusts timetables/tools as necessary. Works with affected parties to ensure satisfactory project completion. Plan and develop the initial project schedule, making certain that all scheduling conflicts are resolved. Use independent judgement in triaging critical issues, escalations and action items. Updates Project status, schedules, IMP, timeline, issues/risks, escalations, next steps, accomplishment, budget etc. in project management tool. Coordinate and independently lead and manage project committees, workgroups, taskforce and other project meetings. Responsible for complex scheduling activities. Prepare materials for meetings and education sessions. Orchestrates and oversees the execution of project special events (dress rehearsals, mock surveys, mock moves, first patient day). Provides input on and determines resourcing needs. Identifies budget issues and works with Financial Analysts as needed. Works with representatives from operational departments to ensure that quality work is completed on a timely basis. Responsible for on-going communications and project updates. Serves as the source of truth on communications related to the project. Drafts on-going and ad hoc communications and newsletters. Maintains communication links to all relevant parties and to project logistics and calendars including project renderings, presentations, meeting notes, action items, project schedules, etc. Provide updates to internal and external communications re: shared workplans. Tracks and audits schedules and deadlines. Maintains document version control.

Requirements

Ability to communicate vetted information at all levels of the organization and with internal/external vendors.
Ability to be highly- and multi- task focused while managing multiple tasks and projects simultaneously across various platforms.
Ability to understand information flow and solve problems under pressure.
Ability to manage conflict resolution.
Ability to adapt and troubleshoot in a unique and quickly changing, fast-paced environment.
Ability to work with ambiguity.
Expert with Outlook scheduling, web ex, telepresence and other technology.
Experience working in a team environment
Experience interacting with senior and executive level staff.
Experience managing work and relationships in a volatile environment.
Experience with various project management tools and other resources available across the department/organization.
Experience managing individuals and project teams.
Excellent relationship building and stakeholder management skills.
Independent, critical thinker.
Demonstration of advanced written, verbal communication and facilitation skills.
Active contribution and process improvement to the foundation of the department.
Read, understand, comprehend instructions with minimal directions.
Understand and respond to multiple personalities and work/management styles.
Resource management/utilization knowledge in projects.
Financial and business acumen.
Demonstrates advanced proficiency in the specific tools that are available and required as part of the organizations project management information system.
Advanced ability to ensure that effective project tools are in place to monitor project performance.
Advanced capability at providing effective performance reporting for the customer and company in order to monitor the progress of the project.

Nice To Haves

Bachelor’s degree or five years of applicable experience from an accredited institution.
Progressively responsible and directly related work experience, 5 years preferred.
Strong skills in project scheduling utilizing a project management tool such as MS Project, Primavera, etc., 5 years preferred.
Experience with medium- to large projects, 3 years required.
Excellent communication and project management skills, 3 years required.
Expert skill-level in using Microsoft products (Word, Excel, PowerPoint, Visio, etc.), 7 years required.

Responsibilities

Independently manages smaller scale projects.
Solely responsible for project outcomes and successful execution of activations related to opening.
Provides direction to project team members, determines and plans day-to-day project activities and apportions project work among team members.
Ensures project team members have the tools, processes and standard work necessary to complete activities.
Working from project plans, identifies task owners and schedules and provides day-to-day coordination of project related tasks.
Identifies potential problems/impediments and resolves as appropriate.
Keeps the project focused on its objectives.
Identifies missed deadlines, assesses impact and appropriate mitigation efforts.
Identifies interdependencies and adjusts timetables/tools as necessary.
Works with affected parties to ensure satisfactory project completion.
Plan and develop the initial project schedule, making certain that all scheduling conflicts are resolved.
Use independent judgement in triaging critical issues, escalations and action items.
Updates Project status, schedules, IMP, timeline, issues/risks, escalations, next steps, accomplishment, budget etc. in project management tool.
Coordinate and independently lead and manage project committees, workgroups, taskforce and other project meetings.
Responsible for complex scheduling activities.
Prepare materials for meetings and education sessions.
Orchestrates and oversees the execution of project special events (dress rehearsals, mock surveys, mock moves, first patient day).
Provides input on and determines resourcing needs.
Identifies budget issues and works with Financial Analysts as needed.
Works with representatives from operational departments to ensure that quality work is completed on a timely basis.
Responsible for on-going communications and project updates.
Serves as the source of truth on communications related to the project.
Drafts on-going and ad hoc communications and newsletters.
Maintains communication links to all relevant parties and to project logistics and calendars including project renderings, presentations, meeting notes, action items, project schedules, etc.
Provide updates to internal and external communications re: shared workplans.
Tracks and audits schedules and deadlines.
Maintains document version control.