Project Coordinator - SOM

The Project Coordinator provides advanced administrative, operational, project, and department program oversight and support to the department managers, leadership, and/or school community within the Kaiser Permanente Bernard J. Tyson School of Medicine. The Project Coordinator is responsible for employing standard project management methods and techniques to ensure the successful completion of projects which can vary from small, short-term projects to large, enterprise-level projects across functional areas.

• Provides most complex administrative support and project coordination including performing project-related activities such as project management, tracking, and completion in cross-functional projects, updating project proposals, project scheduling and planning, drafting project communications, cost/budget tracking, etc., managing routine to most complex inquiries (phone, email, in person), correspondences, and directing to appropriate parties based on functional/operational knowledge.
• Project tracking\: Participates in project meetings. Documents issues, action items, user requirements, or deliverables. Accomplishes all work within established methodologies and standards. Identifies and tracks project risks and issues and participates in mitigation activities or escalates to senior team members and/or management when needed.
• Operational Support/ Business and Process Improvement\: Supports and participates in departmental operations, flow, program activities, development, and implementation. Researches questions, best practices, or discrepancies. May coordinate the day-to-day operational assignments of departmental staff, and reviews staff assignments to maximize efficiency and work quality. Coordinates the management of general office operations such as inventory control, timekeeping, scheduling, and administrative processes and programs.
• Responsible for coordination of departmental Standard Operating Procedures, policies, and department documents. Identifies opportunities, coordinates, and implements business or process improvement initiatives.
• Interprets policies and guidelines for management and stakeholders. Provides guidance to stakeholders and implements department processes in accordance with established policies and procedures.
• Customer Service\: Actively engages leadership, faculty, staff, vendors, or other parties, ensuring client satisfaction through timely communication and consistent completion of deliverables within designated timeframes. Customer service includes participating in stakeholder-facing activities.
• Admin Support\: Manages multiple calendars and schedules/plans meetings. Arranges events requiring a solid understanding of event planning and coordination. Makes travel arrangements for the department head and/or staff members.
• May coordinate financial transactions, processing expense reports, and procuring supplies in accordance with department policy and procedure and in partnership with the Office of Finance.
• Responsible for new staff onboarding, training, and other departmental HR-related support.
• Data Management\: Contributes to creating and maintaining department database management system, database project coordination, maintains spreadsheets, dashboards, data collection, data entry, and troubleshoots database system. Develops management information such as reports, graphs, spreadsheets, etc. Prepares analyses for various standard and ad hoc reports; Ensures data integrity by periodically auditing data.
• May provide support in maintaining office web-based collaborative platforms, and internal and external websites.
• Communications\: Creates, edits, and distributes communication for the department such as creating, disseminating, and publishing communication to promote services and resources for the schoolwide community.
• Performs other duties as assigned.

The Project Coordinator provides advanced administrative, operational, project, and department program oversight and support to the department managers, leadership, and/or school community within the Kaiser Permanente Bernard J. Tyson School of Medicine. The Project Coordinator is responsible for employing standard project management methods and techniques to ensure the successful completion of projects which can vary from small, short-term projects to large, enterprise-level projects across functional areas.

• Provides most complex administrative support and project coordination including performing project-related activities such as project management, tracking, and completion in cross-functional projects, updating project proposals, project scheduling and planning, drafting project communications, cost/budget tracking, etc., managing routine to most complex inquiries (phone, email, in person), correspondences, and directing to appropriate parties based on functional/operational knowledge.
• Project tracking\: Participates in project meetings. Documents issues, action items, user requirements, or deliverables. Accomplishes all work within established methodologies and standards. Identifies and tracks project risks and issues and participates in mitigation activities or escalates to senior team members and/or management when needed.
• Operational Support/ Business and Process Improvement\: Supports and participates in departmental operations, flow, program activities, development, and implementation. Researches questions, best practices, or discrepancies. May coordinate the day-to-day operational assignments of departmental staff, and reviews staff assignments to maximize efficiency and work quality. Coordinates the management of general office operations such as inventory control, timekeeping, scheduling, and administrative processes and programs.
• Responsible for coordination of departmental Standard Operating Procedures, policies, and department documents. Identifies opportunities, coordinates, and implements business or process improvement initiatives.
• Interprets policies and guidelines for management and stakeholders. Provides guidance to stakeholders and implements department processes in accordance with established policies and procedures.
• Customer Service\: Actively engages leadership, faculty, staff, vendors, or other parties, ensuring client satisfaction through timely communication and consistent completion of deliverables within designated timeframes. Customer service includes participating in stakeholder-facing activities.
• Admin Support\: Manages multiple calendars and schedules/plans meetings. Arranges events requiring a solid understanding of event planning and coordination. Makes travel arrangements for the department head and/or staff members.
• May coordinate financial transactions, processing expense reports, and procuring supplies in accordance with department policy and procedure and in partnership with the Office of Finance.
• Responsible for new staff onboarding, training, and other departmental HR-related support.
• Data Management\: Contributes to creating and maintaining department database management system, database project coordination, maintains spreadsheets, dashboards, data collection, data entry, and troubleshoots database system. Develops management information such as reports, graphs, spreadsheets, etc. Prepares analyses for various standard and ad hoc reports; Ensures data integrity by periodically auditing data.
• May provide support in maintaining office web-based collaborative platforms, and internal and external websites.
• Communications\: Creates, edits, and distributes communication for the department such as creating, disseminating, and publishing communication to promote services and resources for the schoolwide community.
• Performs other duties as assigned.

• Minimum five (5) years of operations, project management or administrative experience.

• Bachelors degree OR High School Diploma or General Education Development (GED) with four (4) years of directly related experience required.

• N/A

• Knowledge of Project Management methodologies and tools.
• Proven ability to plan, prioritize and deliver within a constrained timeline.
• Proficient computer skills in Microsoft Office products (Visio, Word, Excel, PowerPoint, and Microsoft Project).
• Knowledge of website development and management tools.
• Self-starter, highly motivated and accurate, and detailed in the performance of work responsibilities/tasks.
• Strong organizational and time management skills.
• Ability to manage rapidly and frequently changing priorities.
• Exceptional customer service orientation.
• Effective verbal, written, and interpersonal communication skills.
• Report-writing skills.
• Ability to organize, prioritize and schedule work assignments.
• Demonstrates initiative and problem-solving skills.
• Team building and conflict resolution skills.
• Ability to work effectively in a collaborative team environment.

• Minimum seven (7) high-level administrative experience or project tracking, scheduling project meetings, and preparing/distributing project notes and reports.
• Bachelors degree in business, project management, health care administration, humanities, or a similar field.
• Demonstrates comprehensive understanding of undergraduate medical education and academic practices, policies, and procedures.

• Minimum five (5) years of operations, project management or administrative experience.

• Bachelors degree OR High School Diploma or General Education Development (GED) with four (4) years of directly related experience required.

• N/A

• Knowledge of Project Management methodologies and tools.
• Proven ability to plan, prioritize and deliver within a constrained timeline.
• Proficient computer skills in Microsoft Office products (Visio, Word, Excel, PowerPoint, and Microsoft Project).
• Knowledge of website development and management tools.
• Self-starter, highly motivated and accurate, and detailed in the performance of work responsibilities/tasks.
• Strong organizational and time management skills.
• Ability to manage rapidly and frequently changing priorities.
• Exceptional customer service orientation.
• Effective verbal, written, and interpersonal communication skills.
• Report-writing skills.
• Ability to organize, prioritize and schedule work assignments.
• Demonstrates initiative and problem-solving skills.
• Team building and conflict resolution skills.
• Ability to work effectively in a collaborative team environment.

• Minimum seven (7) high-level administrative experience or project tracking, scheduling project meetings, and preparing/distributing project notes and reports.
• Bachelors degree in business, project management, health care administration, humanities, or a similar field.
• Demonstrates comprehensive understanding of undergraduate medical education and academic practices, policies, and procedures.

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