Project Coordinator

Geriatric Care Australia; Sydney; On-site; AUD 70,000 - 110,000; Full time

Job summary

GCA in Sydney, NSW is seeking a full-time Project Coordinator to run the operational engine behind our Programs & Partnerships portfolio, keeping programs on track, on time and properly reported.

You will own and be responsible for tracking, coordinating meetings, and managing the logistics behind our clinical education series, KPI reporting, onboarding of facilities and partners, and identifying improvement opportunities across recurring workflows.

Qualifications

• Experience coordinating projects, programmes or events in healthcare, aged care, allied health or another funder-driven, regulated service environment.
• Strong project management and organisational skills and the proven ability to run several concurrent recurring workflows (scheduling, budgeting and reporting cycles). Practical project-coordination skills — tracking milestones, managing dependencies and running several concurrent workstreams (scheduling and reporting cycles).
• Confident written and verbal communication with clinicians, facility staff and internal stakeholders.
• Strong Microsoft Office skills, particularly Excel, and comfort collecting and collating data.
• Proactive and self-directed — comfortable chasing attendance, confirmations and follow-ups without being asked.
• Experience tracking KPIs or deliverables and preparing reports for a manager.
• Comfortable tracking actual spend against budget and flagging variances — confident working with numbers in Excel.
• Comfortable working in a project-tracking tool (e.g. Asana, Monday.com, Trello or MS Project) to manage multiple concurrent workstreams, milestones and dependencies.

Responsibilities

• Keeping a live tracker on every programme you support — status, owners, next steps, dates — and flag risks and clashing deadlines before they become problems.
• Scheduling and coordinating multidisciplinary team meetings and clinical sessions across our programmes
• Running the logistics behind our clinical education series, from invitations through to post-session evaluation
• Maintaining KPI and outcomes trackers, and turn them into clean reporting packs
• Supporting the onboarding of new facilities, clinicians and partners into our programmes
• Support general administration for the Project and Partnerships Portfolio and identify continuous improvement initiatives for recurring and repeatable workflows.

Skills

Project management

Communication

Scheduling

Data collection

Budgeting

Education

Certificate IV in Project Management Practice

Project Management Certification

Tools

Excel

Asana

Monday.com

Trello

MS Project

Job description

(GCA) is a mission-driven organisation that provides community specialist healthcare for older Australians. At GCA, we offer every older Australian, irrespective of geographic location, culture, financial status or background, with access to bulk-billed medical care. Despite being a small organisation, we are proud to have grown to provide geriatrician and GP services across Australia!

Role Description

This is a full-time, on-site Project Coordinator role based in Sydney, NSW.

Our Programs & Partnerships team runs the clinical programs, education series and funder relationships that make that reach possible — and we're growing it.

We're after a Project Coordinator who can run the operational engine behind that portfolio: keeping multiple concurrent programs on track, on time, and properly reported.

You will own and be responsible for:

• Keeping a live tracker on every programme you support — status, owners, next steps, dates — and flag risks and clashing deadlines before they become problems
• Scheduling and coordinating multidisciplinary team meetings and clinical sessions across our programmes
• Running the logistics behind our clinical education series, from invitations through to post-session evaluation
• Maintaining KPI and outcomes trackers, and turn them into clean reporting packs
• Supporting the onboarding of new facilities, clinicians and partners into our programmes
• Support general administration for the Project and Partnerships Portfolio and identify continuous improvement initiatives for recurring and repeatable workflows.

Qualifications

• Experience coordinating projects, programmes or events in healthcare, aged care, allied health or another funder-driven, regulated service environment.
• Strong project management and organisational skills and the proven ability to run several concurrent recurring workflows (scheduling, budgeting and reporting cycles). Practical project-coordination skills — tracking milestones, managing dependencies and running several concurrent workstreams (scheduling and reporting cycles).
• Confident written and verbal communication with clinicians, facility staff and internal stakeholders.
• Strong Microsoft Office skills, particularly Excel, and comfort collecting and collating data.
• Proactive and self-directed — comfortable chasing attendance, confirmations and follow-ups without being asked.
• Experience tracking KPIs or deliverables and preparing reports for a manager.
• Comfortable tracking actual spend against budget and flagging variances — confident working with numbers in Excel.
• Comfortable working in a project-tracking tool (e.g. Asana, Monday.com, Trello or MS Project) to manage multiple concurrent workstreams, milestones and dependencies.

Highly regarded

• Experience coordinating clinical education, training sessions or webinars.
• Exposure to government or PHN-funded programme reporting requirements.
• Experience with CRM platforms.
• Project Management certifications and experience with Project Management tools A project coordination qualification (e.g. Certificate IV in Project Management Practice) or equivalent on-the-job experience.