Program Coordinator

Stanford Health Care; Menlo Park (CA); Hybrid; USD 68,000 - 89,000; Full time

Job summary

Stanford Health Care in Menlo Park is seeking a Program Coordinator to support the Business Operations & Strategic Initiatives (BOSI) team within Facilities Services. You will coordinate capital construction project activities, program reporting, and operational support across a broad portfolio.

You will collaborate with Program Managers, Construction Directors and cross-functional partners to maintain dashboards, governance materials, and standardized processes that strengthen project oversight

Qualifications

• Graduation from an accredited college or university with a bachelor's degree.
• Four or more years of related work experience in development, office management or customer service.
• Proficiency in project management methodologies and data reporting.

Responsibilities

• Leads/supports projects to improve internal operations and overall growth; documents project scope and sets project expectations clearly and precisely.
• Institutes workgroups to address processes; distributes minutes and related communication for project activities.
• Plans and implements logistics for internal communications, videoconferencing with clients, and education/outreach programs.
• Understands Care Coordination workflows to assist patient inquiries and visits as needed.
• Produces marketing/event materials and assists with consultant/vendor selection.
• Maintains quality control and coordinates governance activities to meet timelines.

Skills

Project management

Analytics

Communication

Coordination

Education

Bachelor's degree

Job description

1.0 FTE Full time Day - 08 Hour R2661053 Hybrid 108460019 Construction Management Business & Administration MENLO PARK, 145 El Camino Real, California

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.

As a Program Coordinator, you will play a key role in supporting the Business Operations & Strategic Initiatives (BOSI) team within Facilities Services, with a focus on capital construction project coordination, program reporting, and operational support. Working closely with Program Managers, Construction Directors, project teams, and cross-functional partners, you will help coordinate recurring project and program activities, maintain accurate reporting and documentation, and support standardized processes that strengthen project oversight and operational efficiency across a large and evolving construction portfolio.

In this role, you will support a variety of construction-related business and operational functions, including capital project reporting, financial review coordination, resource workload planning and tracking, dashboard maintenance, and program governance activities. Responsibilities include coordinating capital financial review meetings and preparing supporting materials, consolidating project budget and schedule information, maintaining Resource Load Plans (RLPs) and planned-versus-actual hours reporting, tracking project milestones and outstanding action items, and supporting the development and maintenance of project and portfolio dashboards. You will also coordinate stakeholder communications, maintain program documentation, and help ensure critical reporting activities and deliverables remain on schedule.

The Program Coordinator will play an important role in maintaining the accuracy, consistency, and accessibility of project and operational information. Drawing from systems such as PMWeb and other enterprise platforms, you will collect and validate project data, compile performance metrics, identify reporting discrepancies, and prepare materials for Program Managers and leadership review. You will also support process improvement initiatives by maintaining standardized templates, coordinating implementation activities, and helping improve reporting workflows and information management across the construction portfolio.

Success in this role requires strong organizational skills, attention to detail, analytical aptitude, effective communication, and the ability to independently coordinate multiple activities in a fast-paced environment. The ideal candidate is proactive, collaborative, comfortable working with project data and reporting tools, and interested in supporting capital construction initiatives through structured coordination, reliable information management, and continuous process improvement.

Facilities Services enhances health through leadership, collaboration, and innovation. Our team provides essential non-clinical support 24/7, ensuring safe and efficient operations while planning for future growth. We represent the intersection of planning, construction, general services, and facilities operations. Learn more about Facilities Services at Stanford Health Care.

The Business Operations & Strategic Initiatives (BOSI) team supports the operational and strategic functions of Facilities Services, including budgeting, staffing, business process improvement, reporting, and organizational planning. Acting as a bridge between Facilities Services and strategic partners such as Human Resources, Finance, Supply Chain, Technology & Digital Solutions, and Legal, the team drives initiatives that enhance operational effectiveness and enable informed decision-making across the division.

A Brief Overview

The Program Coordinator is responsible for a full range of planning, implementation and support of new and restructured programs that support Stanford Health Care (SHC) business development and customer service. The role is also in charge of planning and managing logistics for client relationship, marketing, and internal operations and others. The incumbent interfaces internally with Stanford Health Care (SHC), Lucile Packard Children's Hospital (LPCH), and School of Medicine (SOM) senior management, Corporate Partners and Executive Health Program Departments, Stanford Alumni networks and Stanford University Departments in all disciplines. External contacts include multinational corporations, medical centers, foundations and individual patients and families who have a relationship with Stanford Health Care.

The Program Coordinator carries out assigned duties independently and communicates constantly with Management. This role works collaboratively with a broad range of stakeholders in clinical, administrative, ancillary and service departments, and manages communication among all departments and School of Medicine.

Locations

Stanford Health Care

What You Will Do

• Leads/supports projects to improve internal operations and overall growth; documents project scope and sets project expectations clearly and precisely
• Institutes workgroups to address necessary processes and procedures required for the existing and new services. Distributes minutes and other relevant communication regarding project activities
• Plans and implements logistics for (1) internal (SHC, LPCH, SOM and SU) communication on behalf of his/her department, (2) for videoconferencing with SHC clients (education, CME, clinical review and second opinion programs), (3) for business and relationship development overseas, including education outreach programs, consulting engagements, events and travel
• Understands Care Coordination workflow and key components to help facilitate patient inquiries and visits as needed.
• Handles the production of collateral marketing and event materials for all International internal and external activities
• Assists with the selection process for consultants, contractors, and vendors
• Implements quality control measures to ensure internal operations and projects comply with department, hospital, and university policies
• Facilitates the assessment, documentation, and recommendations for business process flow as required for changes necessary to achieve project outcomes sought
• Demonstrates ability to work with any customer, client, or vendor regardless of race, gender, sexual orientation, religious, or cultural beliefs
• Acts as an ambassador for Stanford Health Care in dealing with the community in the course of carrying out all assignments.
• Performs other related and incidental duties as needed or assigned.

Education Qualifications

• Graduation from an accredited college or university wit h a bachelor’s degree.

Experience Qualifications

• Four (4) or more years related work experience in development, office management or customer service
• Any combination of education and experience that would likely provide the required knowledge, skills and abilities as well as possession of any required licenses or certifications is qualifying.

Required Knowledge, Skills And Abilities

• Understanding of and ability to apply project management methodology and process/performance improvement principles
• Demonstrated ability to analyze and synthesize high volume of information
• Ability to write clear, concise research documents with attention to accuracy and detail
• Excellent written/oral/interpersonal communication skills
• Additional language skills (other than English) highly preferred
• Ability to interact with diverse groups and an international audience
• Organizational skills to handle several projects simultaneously, prioritize, meet deadlines, work independently and solve problem
• Ability to maintain confidentiality, independent judgment and initiative required
• Skilled and proficient in the use of personal computers (Word, Excel, Access, on-line databases, CD ROM, and the internet)
• Ability to develop materials for marketing, event planning, education, etc.
• Ability to establish and sustain relationships with staff members and a variety of internal and external working groups and individuals
• Familiarity with or ability to quickly become familiar with the organization and array of services provided by an academic medical center.

Licenses and Certifications

• None

These Principles Apply To ALL Employees

SHC Commitment to Providing an Exceptional Patient & Family Experience

• 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 $49.71 - $64.61 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.