Sr. Program/Project Coordinator (GME)

Stanford Health Care•Stanford, CA

7d•$47 - $62•Hybrid

About The Position

The Senior Program/Project Coordinator for Stanford Health Care’s Office of Graduate Medical Education (GME) provides broad administrative and project support to the Associate Dean of GME/Designated Institutional Official, the GME Executive Director, and the GME Team. The GME Office supports approximately 1,550 residents and fellows across 205 programs. The role contributes to the GME Team’s work through engagement with executives, residents, fellows, faculty, and staff across Stanford Medicine. The coordinator leads projects related to GME communications, team development, and events, and provides administrative support to GME leadership. The role independently manages smaller-scale projects and coordinates project team members, deliverables, activities, resources, equipment, and information. It uses independent judgment to address or triage critical issues, identify risks and escalations, update project schedules, and exercise financial responsibility. The position coordinates project plans, schedules, meetings, communications, budgets, and documentation. It helps ensure project work is completed on time and to quality standards, tracks schedules and deadlines, maintains project records and version control, and provides updates to internal and external stakeholders. The position is hybrid and based at Stanford Health Care in Stanford, California.

Requirements

Experience with medium- to large-scale projects: 3 years required.
Excellent communication and project management skills: 3 years required.
Expert skill-level experience with 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 and adapt and troubleshoot in a fast-paced, changing environment 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 departmental or organizational resources.
Experience managing individuals and project teams.
Strong relationship-building and stakeholder-management skills.
Independent, critical-thinking ability.
Advanced written, verbal communication, and facilitation skills.
Ability to contribute to and improve departmental processes.
Ability to understand and follow instructions with minimal direction and respond to different personalities and work or management styles.
Knowledge of project resource management and utilization; financial and business acumen.
Advanced proficiency with the tools required by the organization’s project management information system.
Ability to establish effective project tools for monitoring project performance and provide performance reporting to monitor project progress.
Preferred: progressively responsible, directly related work experience; 5 years preferred.
Preferred: strong project scheduling skills using a project management tool such as MS Project or Primavera; 5 years preferred.

Nice To Haves

Bachelor’s degree from an accredited institution or five years of applicable experience is preferred.
Five years of progressively responsible and directly related work experience is preferred.
Five years of project scheduling experience using a project management tool such as MS Project or Primavera is 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 and allocate work among team members; ensure team members have the tools, processes, and standard work needed to complete activities.
Identify task owners and schedules from project plans and coordinate project tasks day to day.
Identify and resolve potential project problems and impediments; identify missed deadlines, assess impacts, and plan mitigation; track dependencies and adjust schedules or tools 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, timelines, issues, risks, escalations, next steps, accomplishments, and budget information in project management tools.
Coordinate and lead project committees, workgroups, task forces, and other 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, quality work.
Provide ongoing project communications and updates; draft routine and ad hoc communications and newsletters and serve as a source of truth for project communications.
Maintain communication links and project logistics, calendars, renderings, presentations, meeting notes, action items, and schedules.
Update internal and external communications regarding shared workplans and track and audit schedules and deadlines.
Maintain document version control.