Project Coordinator - Innovation

Summary “Hybrid – 80% in-Office”:

The Project Coordinator (Innovation) supports multiple projects in the Center for Innovation. This role plans, executes and finalizes projects and project deliverables according to plan. Coordinates and supports the efforts of team members, third-party contractors or consultants in order to deliver projects according to plan. Works directly with mid to senior level colleagues to define project objectives and deliverables, and to oversee quality control throughout the project life cycle.

Education Requirement: 

Bachelor’s degree or equivalent combination of relevant education and/or experience in Business, Computer Science, Marketing, or Engineering

Experience Requirement: 

Two (2) years of direct work experience in providing support or co-managing projects, including all aspects of process development and project execution. Experience in defining, planning and executing projects of various types, durations and budgets and/or managing projects using various agile methodologies. Strong experience managing cross-functional team members required. Microsoft Suite and JIRA experience preferred.

Licensure/Certification: 

Project Management (PMP) or Agile (ACP) certification preferred.  

Key Job Responsibilities:

1. Handles administrative and project coordination matters in accordance with established timeframes and guidelines, and ensures confidentiality of information.

• Exercises independent judgment within scope of responsibility in performing project coordination duties.
• Organizes project workflow; prioritizes assignments and completes activities in a timely manner, conducts follow-up as necessary. Assumes responsibility for assigned projects and follows through until completion.
• Keeps senior management informed of any issues/concerns which require intervention.
• Monitors, responds to and distributes reports, minutes and communications as appropriate.
• Manages meetings and correspondence related to assigned projects. 
• Co-executes full-scale project plans and associated communication documents
• Effectively communicates project expectations to team members and stakeholders in a timely and clear manner
• Uses best practices and tools for project execution and management
• With senior management, drafts and submits budget proposals and recommends subsequent budget changes when necessary, determines and assesses need for additional resources, and assists in making the appropriate recruitment if necessary during a project cycle.
• Handles general problems such as complaints or requests for information as appropriate.
• Provides research and administrative support to assigned committees and projects; assembles and analyzes data to prepare reports, minutes and documents; formats reports.
• Acts as a liaison to communicate messages, schedule meetings and disseminate information.

1. Prepares and maintains required reports, project records, collateral and files for operational, administrative, promotional, and compliance purposes. Utilizes computer and information systems to enter, format and retrieve data, generate statistics, computations, tables, charts and graphs. Initiates, prepares and edits correspondence, communications, presentations and other documents.  Reviews and verifies forms, reports and documents for accuracy and completion.  Records, transcribes and distributes materials, reports, etc.

1. Manages and tracks project timelines in an efficient and effective manner.

• Tracks project timelines and milestones proactively and uses appropriate tools
• Plans and coordinates conferences, meetings, deliverables, etc.
• Develops and delivers status reports, requirement documentation and presentations, and troubleshoots problem areas or constraints
• Proactive manages changes documentation and identifies potential crises and risks

1. Works collaboratively with project stakeholders on an ongoing basis in an efficient, customer experience and value-added manner, in accordance with the Center’s culture and core principles and promotes customer satisfaction to manage and support projects.

• Maintains and builds any business relations vital to the success of the project and the Center
• Motivates supports and respects team members, and influences them to take positive action and accountability for their work.
• Helps build autonomy within the Center and across all stakeholders

1. Interacts and works collaboratively with patient/family/hospital staff/media/government officials/executive staff/third party organizations /vendors/customers in a customer responsive and courteous manner.

1. Maintains confidentiality of patient, department and/or hospital information.  Adheres to established department and organization policies in releasing information (i.e. HIPAA, Confidentiality and Compliance Policies).

1. Demonstrates flexibility to work and learn new technology systems, applications, services and processes.

1. Completes required continuous training and education, including department-specific requirements.  Responds to problems/opportunities to improve work environment and participates in unit-based performance improvement activities.

1. Performs other duties, responsibilities and special projects as required.

Knowledge/Skills/Abilities:

• Must possess good organizational, communication and interpersonal skills.
• Ability to seek and retrieve information from within and outside the organization.
• Ability to work efficiently and independently
• Ability to discreetly handle confidential and sensitive matters.
• Demonstrate a willingness to be flexible in assignment and work schedule as needed.
• Ability to effectively interact with all levels both internally and externally. 
• Ability to give, interpret and follow written and oral instructions with attention to detail. 
• Ability to react and perform in environments of constant change.
• Demonstrated effective communication skills (verbal and written) and customer service skills to elicit cooperation, guide and instruct team members at varying levels of expertise.
• Knowledge and experience of various software technologies to manage projects, including a proficient knowledge is Microsoft Office 365, Atlassian Suite (JIRA & Confluence), and Smartsheet.

Supervision Provided by this Job:

• There are no supervisory or lead responsibilities required with this position.
• May serve in a lead capacity occasionally as directed by departmental leadership.

Physical Demands/Conditions:

• The physical activities of this position may include climbing, pushing, standing, hearing, walking, reaching, grasping, kneeling, stooping, and repetitive motion.
• Must have good balance and coordination.
• The physical requirements of this position are: light work - exerting up to 25 lbs. of force occasionally and/or up to 10 lbs. of force frequently.
• The employee is required to have close visual acuity to perform an activity, such as preparing and analyzing data and figures; transcribing; viewing a computer terminal; or extensive reading.
• The conditions to which the employee will be subject in this position: The employee is not substantially exposed to adverse environmental conditions; job functions are typically performed under conditions such as those found in general office or administrative work.