Senior Program Project Coordinator

Stanford Health Care•Menlo Park, CA

About The Position

Stanford Health Care is seeking a Senior Program Project Coordinator for its Activations & Operational Integration (AOI) team. The role coordinates and supports projects that prepare hospitals, clinics, administrative areas, 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 standardized procedures, proactive risk management, and cross-functional coordination. Senior Program Project Coordinators manage daily activities for complex, organization-wide projects alongside project and senior project managers, and independently manage smaller projects. They coordinate project team members, deliverables, schedules, resources, equipment, and information; use independent judgment to address issues and risks; and support project execution, communications, and financial oversight. The work involves coordinating space planning, facilities construction, logistics, compliance, and clinic operational planning. Stanford Health Care's Facilities Services division provides non-clinical support for safe operations and future planning. Employees are expected to follow C-I-CARE standards and support 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 with Microsoft products such as Word, Excel, PowerPoint, and Visio, 7 years required.
Ability to communicate vetted information across organizational levels and with internal and external vendors.
Ability to manage multiple tasks and projects simultaneously across platforms, solve problems under pressure, and adapt in a fast-changing environment with ambiguity.
Ability to manage conflict and work with different personalities and management styles.
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 departmental or organizational resources.
Strong relationship-building and stakeholder-management skills; independent and critical thinking.
Advanced written and verbal communication and facilitation skills.
Ability to read, understand, and follow instructions with minimal direction.
Knowledge of project resource management and utilization, and financial and business acumen.
Advanced proficiency in the organization's project management information systems and tools.
Ability to establish project tools for monitoring performance and provide effective performance reporting.
Commitment to Stanford Health Care's C-I-CARE standards and patient- and family-centered interactions.

Nice To Haves

Bachelor’s degree from an accredited institution or five years of applicable experience.
Progressively responsible and directly related work experience; 5 years preferred.
Project scheduling experience using a project management tool such as MS Project or Primavera; 5 years preferred.
Experience in healthcare project coordination or administrative support.
Strong organizational and problem-solving skills, including managing multiple priorities.
Proficiency in Microsoft Office and ability to quickly learn new systems and tools.
Professionalism, attention to detail, and adaptability in dynamic environments.

Responsibilities

Independently manage smaller-scale projects and take responsibility for project outcomes and activation execution.
Provide direction to project team members, plan day-to-day activities, allocate work, and ensure teams have necessary tools, processes, and standard work.
Coordinate project tasks, identify task owners and schedules, and develop initial project schedules while resolving scheduling conflicts.
Identify and resolve potential problems and impediments; identify missed deadlines, assess impacts, develop mitigation efforts, and manage interdependencies.
Use independent judgment to triage critical issues, escalations, and action items.
Update project status, schedules, timelines, issues, risks, escalations, next steps, accomplishments, and budgets in project management tools.
Lead and manage project committees, workgroups, taskforces, and other project meetings; coordinate complex scheduling and prepare meeting and education materials.
Orchestrate project events such as dress rehearsals, mock surveys, mock moves, and first patient days.
Provide input on resource needs, identify budget issues, and work with Financial Analysts as needed.
Coordinate with operational department representatives to ensure timely, quality work.
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, project logistics, calendars, renderings, presentations, meeting notes, action items, schedules, and shared workplan updates.
Track and audit schedules and deadlines, and maintain document version control.
Contribute to department processes and improvement efforts.
Support Stanford Health Care's C-I-CARE standards and exceptional patient and family experience.