The Project Coordinator is responsible for supporting the overall day-to-day administration, operations, and designated activities for three senior VPs, the Clinical Innovation Department, and the State Government Relations leadership. The Project Coordinator assists with external and internal queries, manages scheduling, correspondence, and travel, develops and manages project plans, and tracks/organizes strategic issues. Assists supported executives with project tracking and basic research and coordinates with department staff on special project work.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Prepares finalized correspondence, memos and other departmental documents originating from rough drafts or notes. (Must be fluent in MS Word, PowerPoint and Excel).
Composes/proofreads/edits correspondence, memos, presentations, and other departmental documents.
Formats, designs, lays out and maintains resource materials, including reports, presentations, and documents as required by the supported executives.
Maintains department records and manages supported executives’ deadlines and coordinates work with appropriate department staff.
Screens and, handles as appropriate, communications to the supported executives, especially time sensitive requests; forwards to appropriate staff within the department or association.
Coordinates logistics related to department supported meetings, conference calls, and webinars including scheduling, confirmation/registration of participants, identifying location, distributing materials, managing webinar technology, editing recordings and posting materials on website.
Attends state government affairs and clinical innovation internal and external calls and meetings/briefings related to team development and to the supported projects.
Maintains expense records, invoices submitted for payment and check requests; prepares expense reports and expenses account statements for the supported executives and select projects for which the supported executives have fiscal responsibility.
Tracks and manages relevant committee lists on an ongoing basis.
Tracks and manages progress on relevant project plans.
Develops and maintains relationships with committee members and their staff (this includes ordering food, printing name tags, preparation of materials, etc.).
This position has no supervisory responsibilities.
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.
Position Type/Expected Hours of Work
This is a full-time position. Days and hours of work are Monday through Friday, 8:30 a.m. to 5:30 p.m.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for their job. Duties, responsibilities, and activities may change at any time with or without notice.
Required Experience and Education
Advanced skills in Microsoft Office products (Outlook, WORD, Excel, PowerPoint or similar graphic program),
The ability and willingness to master other software packages/computer skills database manipulation.
Established track record of independent initiative and flexibility
Strong written and verbal communication skills
Works accurately, independently and meet deadlines.
Shows careful attention to detail and takes substantial responsibility for thorough completion of long-term and short-term projects.
Possesses strong organizational/coordinating skills and writing skills
Proven ability to work in a fast-paced environment and to manage competing priorities.
Bachelor's degree and/or equivalent experience.
Internal Number: 4
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