Senior Program Project Coordinator

Stanford Health Care•Menlo Park, CA

10d•$47 - $62

About The Position

The Senior Program Project Coordinator supports Stanford Health Care’s Activations & Operational Integration (AOI) team, coordinating project activities to prepare hospitals, clinics, administrative spaces, and patient-care spaces to operate effectively from day one. AOI provides integrated project management for clinical and administrative space activations, hospital tours, and facilities governance, using standard work, proactive risk management, and cross-functional coordination to align workflows, facility capabilities, and stakeholder expectations. Senior Program Project Coordinators manage daily activities alongside project and senior project managers overseeing complex, organization-wide projects. They independently manage smaller projects and are responsible for project team members, deliverables, activities, resources, equipment, and information. The role uses independent judgment to resolve or triage issues, identify risks and escalations, update schedules, and exercise financial responsibility. Projects may involve coordinating space planning, facilities construction, logistics, compliance, and clinic operational planning. The position also supports efficient project execution and departmental operations through workplan management, meeting coordination and facilitation, documentation, communications, schedule tracking, and document version control. Stanford Health Care employees are expected to uphold the C-I-CARE standards and contribute to an exceptional patient and family experience.

Requirements

Experience with medium- to large-scale projects, 3 years required.
Excellent communication and project management skills, 3 years required.
Expert skill-level using Microsoft products, including Word, Excel, PowerPoint, and Visio, 7 years required.
Ability to communicate vetted information at 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.
Ability to adapt and troubleshoot in a unique, fast-paced, quickly changing environment and work with ambiguity.
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.
Experience with project management tools and other resources available across the department or organization.
Experience managing individuals and project teams.
Strong relationship-building and stakeholder-management skills.
Independent critical-thinking ability.
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.
Ability to work with different personalities and work or management styles.
Knowledge of resource management and utilization in projects.
Financial and business acumen.
Advanced proficiency in required project management information-system tools.
Ability to ensure effective project tools are in place to monitor project performance.
Ability to provide effective performance reporting to monitor project progress.
Adoption and execution of Stanford Health Care’s C-I-CARE standards for patient-, family-, and colleague-centered interactions.

Nice To Haves

Bachelor’s degree from an accredited institution or five years of applicable experience.
Five years of progressively responsible and directly related work experience preferred.
Five years of project scheduling experience using tools such as MS Project or Primavera preferred.
Two to five years of project coordination or administrative support experience, preferably in healthcare.
Strong organizational and problem-solving skills, including the ability to manage multiple priorities.
Advanced communication skills and ability to collaborate across cross-functional teams.
Proficiency in Microsoft Office and ability to learn new systems and tools quickly.
Professionalism, attention to detail, and adaptability in dynamic environments.

Responsibilities

Independently manage smaller-scale projects and take responsibility for project outcomes and successful execution of activations related to opening.
Provide direction to project team members; plan day-to-day activities, allocate work, and ensure team members have the tools, processes, and standard work needed to complete their activities.
Coordinate project tasks from project plans by identifying task owners and schedules, resolving problems as appropriate, keeping projects focused on objectives, assessing missed deadlines and mitigation options, and managing interdependencies and timetable adjustments.
Plan and develop initial project schedules, resolve scheduling conflicts, and 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 other meetings; manage complex scheduling; and prepare materials for meetings and education sessions.
Orchestrate and oversee special project events, including dress rehearsals, mock surveys, mock moves, and first patient day.
Provide input on and determine resourcing needs; identify budget issues and work with Financial Analysts as needed.
Work with operational department representatives to ensure quality work is completed on time.
Manage ongoing project communications and updates; serve as the source of truth for project communications; and draft ongoing and ad hoc communications and newsletters.
Maintain communication links to relevant parties and 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.