Sr. Program Project Coordinator to the CMIO (Chief Medical Information Officer)

Stanford Health Care•Palo Alto, CA

5d•$47 - $62

About The Position

The Senior Program/Project Coordinator for Stanford Health Care’s Office of the Chief Medical Information Officer (OCMIO) provides primary executive coordination and administrative support to the CMIO and team. The role contributes to the success of OCMIO leadership and function through engagement with executives, staff, faculty, and clinicians across Stanford Medicine. OCMIO is responsible for deploying and transforming health technologies to promote high-quality clinical care and patient outcomes. Senior Program/Project Coordinators manage daily activities for complex, organization-wide projects in coordination with project and senior project managers, and independently manage smaller projects. Projects may involve space planning, facilities construction, logistics, compliance, clinic operations, and opening activations. The coordinator is accountable for project team activities, deliverables, resources, schedules, communications, and project outcomes, using independent judgment to resolve or escalate issues and monitor project performance.

Requirements

Experience with medium- to large-scale projects, 3 years required.
Excellent communication and project management skills, 3 years required.
Expert-level use of Microsoft products, including Word, Excel, PowerPoint, and Visio, 7 years required.
Ability to communicate vetted information across all organizational levels and with internal and external vendors.
Ability to manage multiple tasks and projects simultaneously across various platforms.
Ability to understand information flow and solve problems under pressure.
Ability to manage conflict resolution and work with ambiguity in a fast-paced, changing environment.
Expertise with Outlook scheduling, Webex, telepresence, and other technology.
Experience working in a team environment and interacting with senior and executive-level staff.
Experience managing work and relationships in a volatile environment and managing individuals and project teams.
Experience with project management tools and organizational resources.
Strong relationship-building and stakeholder-management skills; independent and critical thinking.
Advanced written and verbal communication and facilitation skills.
Ability to contribute actively to departmental foundations and process improvement.
Ability to understand and follow instructions with minimal direction and work effectively with different personalities and management styles.
Knowledge of project resource management and utilization, and financial and business acumen.
Advanced proficiency with the organization’s project management information system and tools.
Ability to establish effective project tools for monitoring performance and provide effective project performance reporting.

Nice To Haves

Bachelor’s degree from an accredited institution or five years of applicable experience.
Five years of progressively responsible, directly related work experience preferred.
Five years of project scheduling experience using a project management tool such as MS Project or Primavera preferred.

Responsibilities

Independently manage smaller-scale projects and take sole responsibility for project outcomes and successful execution of opening-related activations.
Direct project team members, plan and assign day-to-day work, and ensure team members have the tools, processes, and standard work needed to complete activities.
Coordinate project tasks based on project plans; identify owners and schedules, address impediments, assess missed deadlines and mitigation options, manage interdependencies, and keep work focused on project objectives.
Develop initial project schedules and resolve scheduling conflicts; use independent judgment to triage critical issues, escalations, and action items.
Update project status, schedules, IMP, timelines, issues and risks, escalations, next steps, accomplishments, and budgets in project management tools.
Coordinate and independently lead project committees, workgroups, task forces, and meetings; manage complex scheduling and prepare meeting and education materials.
Orchestrate project events such as dress rehearsals, mock surveys, mock moves, and first patient day.
Provide input on and determine resource needs; identify budget issues and work with Financial Analysts as needed.
Coordinate with operational department representatives to ensure timely completion of quality work.
Manage ongoing project communications and updates, serving as the source of truth for project communications; draft routine and ad hoc communications and newsletters.
Maintain communications with relevant parties and coordinate project logistics and calendars, including renderings, presentations, meeting notes, action items, and schedules.
Provide updates to internal and external communications regarding shared workplans; track and audit schedules and deadlines.
Maintain document version control.