Sr. Program/Project Coordinator (GME)

Stanford Health Care•Stanford, KY

6d•$47 - $62

About The Position

The Senior Program/Project Coordinator supports Stanford Health Care’s Office of Graduate Medical Education (GME), providing primary coordination and administrative support to the Associate Dean of GME/Designated Institutional Official and the GME Executive Director. The role supports the GME team’s work across Stanford Medicine, which serves 1,550 residents and fellows and 205 programs. It contributes to engagement with executives, residents, fellows, faculty, and staff and leads projects involving GME communications, team development, and events. The coordinator independently manages smaller-scale projects and takes responsibility for project team members, deliverables, activities, and coordination of resources, equipment, and information. The role uses independent judgment to triage critical issues, identify risks and escalations, update project schedules, and exercise financial responsibility. It coordinates project meetings and committees, monitors project performance, maintains project communications and documentation, and works with operational departments and other stakeholders to ensure timely completion of quality work.

Requirements

Experience with medium- to large-scale projects, 3 years required.
Excellent communication and project management skills, 3 years required.
Expert-level skill using Microsoft products such as 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 platforms while remaining highly focused and adaptable.
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.
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 to and improve departmental processes.
Ability to understand and follow instructions with minimal direction.
Ability to respond to different personalities and work or management styles.
Knowledge of project resource management and utilization.
Financial and business acumen.
Advanced proficiency with tools used in the organization’s project management information system.
Ability to establish effective project tools for monitoring performance and provide performance reporting to customers and the company.

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 a project management tool such as MS Project or Primavera preferred.

Responsibilities

Lead GME communications, including newsletters and updates.
Develop the GME website.
Coordinate GME team development.
Lead planning for GME-wide events, such as the GME Educational Leaders Retreat and GME Welcome Event.
Provide administrative support to the Associate Dean of GME/Designated Institutional Official and the GME Executive Director.
Independently manage smaller-scale projects.
Direct project team members, plan day-to-day activities, allocate project work, and ensure team members have the tools, processes, and standard work needed to complete their activities.
Identify task owners and schedules from project plans; coordinate daily project tasks; identify and resolve impediments; keep projects focused on their objectives; assess missed deadlines and mitigation options; and adjust for interdependencies as needed.
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 budget in project management tools.
Coordinate and independently lead project committees, workgroups, task forces, and meetings; manage complex scheduling; prepare meeting and education-session materials; and oversee special events.
Provide input on resource needs, identify budget issues, and work with Financial Analysts as needed.
Work with operational department representatives to ensure timely completion of quality work.
Maintain ongoing project communications and updates, serving as the source of truth for project communications; draft ongoing and ad hoc communications and newsletters.
Maintain communication links with relevant parties and project logistics and calendars, including renderings, presentations, meeting notes, action items, and schedules.
Provide updates to internal and external communications about shared workplans; track and audit schedules and deadlines.
Maintain document version control.