Program Project Coordinator Facilities Planning & Design

Job description

If you're ready to be part of our legacy of hope and innovation, we encourage you to take the first step and explore our current job openings.

Your best is waiting to be discovered.

Day - 08 Hour (United States of America)

**This is a Stanford Health Care job.**

The Program Project Coordinator is a pivotal member of the Operational Excellence team within the Facilities Planning and Design Business Unit, providing critical support to vice presidents, directors, managers, and senior project leaders.

This role ensures seamless operational execution by managing strategic project support, coordinating meetings and events, and overseeing compliance and reporting activities.

Demonstrates a strong aptitude for utilizing technology tools within the Microsoft 365 suite and proactively seeks opportunities to learn and implement new tools to enhance productivity and efficiency.

**Key Responsibilities**

+ Manage multiple administrative and project initiatives, tracking timelines and deliverables to ensure alignment with departmental goals.

+ Monitor and support activities to ensure compliance with regulatory standards and requirements in collaboration with Authorities Having Jurisdiction.

+ Serve as the primary liaison between internal teams, leadership, vendors, and external stakeholders to ensure clear and efficient coordination.

+ Review and process planning and medical space requests, support contractor selection, and maintain accurate business unit and project databases.

+ Uphold quality standards, identify opportunities for process improvement, and contribute to the development of policies and procedures.

+ Prepare and distribute meeting minutes and action item trackers.

+ Assist project managers and Program managers in maintaining, and tracking project schedules, milestones, and deliverables using tools such as Smartsheet and PMWeb.

+ Maintain organized digital filing systems using SharePoint, for department documentation.

+ Assist with governance committee processes, ensuring adherence to requirements and smooth execution of committee functions.

This position is ideal for an organized, detail-oriented, and proactive professional who thrives in a collaborative, fast-paced environment.

The ideal candidate demonstrates a strong aptitude for utilizing technology tools within the Microsoft 365 suite and proactively seeks opportunities to learn and implement new tools to enhance productivity and efficiency.

As a Senior Program Project Coordinator, you will play a key role in advancing the Operational Excellence Team’s initiatives, directly enhancing performance and supporting the organization’s growth.

**A Brief Overview**
Under the direction of the Manager, assist managing projects and programs which support the Stanford Hospital and Clinics organization and integration of the department.

Provides leadership in the areas of financial management, human resources, communications, purchasing, inventory management, and other department support.

Coordinates projects and activities.

Serves as liaison to customers and other departments.

Strong, positive relationships required with support departments as well as with vendors.

**Locations**
Stanford Health Care

**What you will do**

+ Project Coordinator: Manages reporting and ensures company resources are utilized appropriately.

Manages project schedules.

Coordinates departmental project activities and ensures project phases are documented appropriately.
+ Leadership: Manages individual projects as they arise and provides direction regarding additional areas of opportunity.

Presents results and manages/facilitates individual workshops and committee meetings.
+ Administrative Support: Provides leadership and expertise of the administrative processes and flow of paperwork within Stanford Hospital and Clinics (SHC).
+ Human Resources & Recruitment: Provides policy and procedure expertise as requested by the Management Team.

Guarantees timely submission of evaluations and paperwork associated with the smooth functioning of personnel within department.

Coordinates hiring new employees, and gives initial department orientation and reviews departmental HealthStream Courses compliance.
+ Supplies and Inventory Management: Oversees equipment and supplies allocation.

Facilitates periodic inventory review of all equipment and prepares appropriate facility reports as requested.

Tracks and presents cost management efforts to at departmental staff meetings.
+ Events Coordinator: Manages events.
+ Department Support: Coordinates requests for support from departments such as communications, housekeeping and engineering and maintenance.

Serves as the STAR representative, coordinating the installation and maintenance of data and phone communication.

Works with representatives from those departments to insure that quality work is completed on a timely basis.

Ensures that new hires have resources as needed – at the right place at the right time.
+ Other Duties: Participates in projects as assigned and completes within requested timeframes.

Performs other related work as assigned.

**Education Qualifications**

+ High school diploma or equivalent required.

Bachelors Degree preferred.

**Experience Qualifications**

+ Two to five years of experience interacting with clients, customers and/or patients in a complex environment.

**Required Knowledge, Skills and Abilities**

+ Extensive knowledge and understanding of hospital and clinic organization preferred.
+ Excellent organizational and problem solving skills with the ability to prioritize multiple and diverse tasks.
+ Possesses an ability to manage multiple changing priorities.
+ Must be able to take direction and work effectively both alone and collaboratively with others.
+ Demonstrated ability to independently seek out and obtain information.
+ Demonstrated ability to exercise good judgment and use discretion in confidential situations.
+ Excellent written and verbal communication skills required.
+ Able to communicate clearly and maintain professional appearance and composure with all types of individuals including faculty, management staff and others.
+ Exhibits a professional approach to work including a sense of responsibility for assigned duties.
+ Prepares and manages accurate file systems in a manner that is consistent with standard office practice.
+ Ability to utilize critical thinking skills and time management principles in developing effective work plans to achieve goals.
+ Demonstrated ability and interest in learning new software programs as required.
+ Intermediate level proficiency using computer software systems including Microsoft Office, Word, Excel, PowerPoint as well as other office equipment including Meridian phone system, copiers, facsimile, etc.
+ Follows safety policies and procedures.

Incorporates ergonomic principles in work habits.

**These principles apply to ALL employees:**

**SHC Commitment to Providing an Exceptional Patient & Family Experience**

_Stanford Health Care sets a high standard for delivering value and an exceptional experience for our patients and families.

Candidates for employment and existing employees must adopt and execute C-I-CARE standards for all of patients, families and towards each other.

C-I-CARE is the foundation of Stanford’s patient-experience and represents a framework for patient-centered interactions.

Simply put, we do what it takes to enable and empower patients and families to focus on health, healing and recovery._

_You will do this by executing against our three experience pillars, from the patient and family’s perspective:_

+ Know Me: Anticipate my needs and status to deliver effective care
+ Show Me the Way: Guide and prompt my actions to arrive at better outcomes and better health
+ Coordinate for Me: Own the complexity of my care through coordination

**Equal Opportunity Employer Stanford Health Care (SHC) strongly values diversity and is committed to equal opportunity and non-discrimination in** **all of** **its policies and practices, including the area of employment.

Accordingly, SHC does not discriminate against any person on the basis of race, color, sex, sexual orientation or gender identity and/or expression, religion, age, national or ethnic origin, political beliefs, marital status, medical condition, genetic information, veteran status, or disability, or the perception of any of the above.

People of all genders, members of all racial and ethnic groups, people with disabilities, and veterans are encouraged to apply.

Qualified applicants with criminal convictions will be considered after an individualized assessment of the conviction and the job requirements.**

Base Pay Scale: Generally starting at $43.77 - $56.90 per hour

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

This pay scale is not a promise of a particular wage.

At Stanford Health Care, we seek to provide patients with the very best in diagnosis and treatment, with outstanding quality, compassion and coordination.

With an unmatched track record of scientific discovery, technological innovation and translational medicine, Stanford Medicine physicians are pioneering leading edge therapies today that will change the way health care is delivered tomorrow.

As part of our spirit of discovery, we also leverage our deep relationships with luminary Silicon Valley companies to develop new ways to deliver preeminent patient care.

Learn about our awards (https://stanfordhealthcare.org/about-us/awards.html) and significant events (https://stanfordhealthcare.org/about-us/our-history.html) .

Required Skill Profession

Other General