Program Coordinator - Regional Hub (THRIVE)

University of Kansas Medical Center; Wichita (KS); Hybrid; USD 39,000 - 53,000; Full time

Job summary

The University of Kansas Medical Center is seeking a Regional Hub Program Coordinator to support Thrive Kansas Digital Mental Health Initiative. You will coordinate deployment, trainings, onboarding, and documentation across regional sites, working with CHWs, providers, and partners to ensure timely, consistent execution.

This hybrid, in-office/remote role requires strong organizational and communication skills, bidirectional collaboration with diverse stakeholders, and a commitment to

Qualifications

• Two years in project coordination, program support, or related roles.
• Experience coordinating meetings, trainings, or workflows.
• Experience with multiple stakeholders and interdisciplinary teams.
• Experience using Microsoft Teams, SharePoint, Smartsheet.

Responsibilities

• Track onboarding, deployment, and access setup activities for participating sites.
• Maintain deployment task lists, documentation, and project records.
• Schedule and coordinate deployment-related meetings and communications.
• Log, monitor, and route technical issues to appropriate project personnel.
• Maintain records related to deployment activities, milestones and site readiness.
• Support monitoring progress and facilitate successful deployment activities.
• Schedule and coordinate regional training sessions for providers, CHWs, staff.
• Track training attendance, completion, and certifications.
• Distribute training materials and reminders and follow-up communications.
• Serve as first contact for routine implementation questions.
• Assist onboarding and implementation activities for sites and staff.
• Coordinate logistics and stakeholder communication for adoption of digital mental health services.
• Coordinate routine communication among CHWs, supervisors, and project staff.
• Maintain user-facing support materials and FAQs.
• Support statewide coordination meetings and CQI initiatives.

Skills

Organization

Detail oriented

Communication

Interpersonal skills

Customer service

Problem solving

Time management

Multitasking

Education

Bachelor's degree in public health or related field

Job description

Job Description Summary

The Regional Hub Program Coordinator provides operational and administrative support for the Thrive Kansas Digital Mental Health Initiative within an assigned Rural Health Transformation Program (RHTP) regional hub. This position coordinates day-to-day implementation activities, training and onboarding logistics, meeting and communication activities, documentation and record management, and project tracking. The role serves as a key resource for participating sites, community health workers (CHWs), providers, implementation partners, and regional leadership, helping ensure regional activities are completed efficiently, consistently, and in alignment with project timelines, reporting requirements, and continuous quality improvement (CQI) processes.

The Thrive Kansas Digital Mental Health Initiative is a grant funded, statewide, evidence-based digital therapeutic strategy designed to expand access to treatment for depression, substance use disorders (SUD) and other mental disorders in rural Kansas. The initiative deploys clinically validated computerized mental health interventions supported by community-based facilitation and integrated into rural primary care, behavioral health, and community settings. We are currently recruiting for three program coordinator positions.

Job Duties

Regional Deployment & Site Coordination

• Track regional onboarding, deployment, and access setup activities for participating sites.
• Maintain deployment task lists, implementation documentation, and project records.
• Schedule and coordinate deployment-related meetings and communications.
• Log, monitor, and route technical issues to appropriate project personnel and track issue resolution.
• Maintain records related to deployment activities, onboarding progress, implementation milestones, and site readiness.
• Support the Regional Hub Program Manager in monitoring implementation progress, identifying potential barriers, and facilitating successful deployment activities.

Training Coordination & Implementation Support

• Schedule and coordinate regional training sessions for providers, CHWs, supervisors, navigators, and program staff.
• Track training attendance, completion, certifications, and related documentation.
• Distribute training materials, reminders, schedules, and follow-up communications.
• Serve as the first point of contact for routine implementation questions and assist with resolving common operational concerns.
• Support onboarding and implementation activities for participating sites, organizations, and staff.
• Coordinate logistics and facilitate stakeholder communication to support successful adoption of digital mental health services.

Workforce & Program Operations Support

• Support onboarding logistics for CHWs, case management staff, and other program personnel.
• Maintain regional staffing rosters, contact lists, distribution lists, and workforce documentation.
• Coordinate routine communication among CHWs, supervisors, project staff, and participating organizations, and track operational issues and implementation barriers affecting program activities.
• Document workflow modifications, process updates, and operational improvements to help ensure consistency across participating sites and regional partners.

Evaluation, Reporting & Continuous Quality Improvement

• Track regional data submission schedules, reporting deadlines, and project deliverables.
• Coordinate meetings associated with evaluation activities, reporting reviews, and CQI initiatives.
• Document meeting notes, action items, decisions, and follow-up tasks, and maintain records for grant administration, reporting, and project documentation.
• Support preparation and dissemination of summaries, reports, presentations, slide decks, and stakeholder communications.
• Assist the Regional Hub Program Manager in monitoring completion of CQI action items and reporting requirements.

User Support & Access Coordination

• Coordinate logistics associated with participant, provider, and stakeholder support activities.
• Track access-related issues reported by users, CHWs, providers, and participating sites.
• Route user access concerns to the appropriate technical or program staff and monitor progress toward resolution.
• Maintain user-facing support materials, frequently asked questions (FAQs), reference guides, and communication resources.
• Track recurring access barriers and support identification of trends that require escalation to regional leadership or project management teams.

Regional Communication & Stakeholder Support

• Support communication among participating healthcare organizations, community partners, providers, and project teams within the regional hub.
• Coordinate meeting logistics, maintain distribution lists, prepare communications, and facilitate follow-up activities related to project implementation.
• Assist in maintaining positive relationships with participating organizations and stakeholders.
• Support dissemination of project updates, training opportunities, implementation resources, and program information throughout the region.

Integration with Regional & Statewide Program Operations

• Support the Regional Hub Program Manager in ensuring alignment between regional implementation activities and statewide project goals.
• Maintain documentation, records, and communications that support coordination across regional hubs and statewide leadership teams.
• Participate in statewide coordination meetings, implementation activities, and quality improvement initiatives as assigned.
• Assist in sharing lessons learned, implementation best practices, and operational insights across project teams and partner organizations.

Conducts activities in a professional and ethical manner, and in accordance with KUMC Policies and applicable local, state and federal laws and regulations. Performs job responsibilities in a safe and secure manner. Coordinate work with other University areas ensure integration and support of the University mission. Develops, maintains and expands job-specific knowledge and skills to keep pace with industry changes and supports the university's commitment to excellence and innovation. Participates in relevant committees, task force, or other similar activities. Maintain confidentiality of medical center, employee, and patient information. Manages sensitive data with discretion and in accordance with KUMC policies and legal requirements. Maintains the highest standards of integrity, respect, professional conduct, and ethical standards. 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 this job. It is only a summary of the typical functions of the job, not an exhaustive list of all possible job responsibilities, tasks, duties, and assignments. Furthermore, job duties, responsibilities and activities may change at any time with or without notice.

Work Environment This position may be eligible for a hybrid (in-office/remote) schedule, based on a set departmental schedule and with management approval. Incumbent must reside in Kansas or Missouri.

Required Qualifications

• Work Experience: Two (2) years of experience in project coordination, program coordination, program support, or related roles. Education may be substituted for experience on a year-for-year basis. Experience working in public health, healthcare administration, business administration, social work, behavioral health, education, public administration, or a related field.
• Experience coordinating meetings, training activities, or operational workflows.
• Experience working with multiple stakeholders and interdisciplinary teams.
• Experience using digital collaboration platforms (e.g., Microsoft Teams, SharePoint, Smartsheet).

Preferred Qualifications

• Education: Bachelor's degree in public health, healthcare administration, business administration, social work, behavioral health, public administration, or related field.
• Work Experience: Experience in healthcare, behavioral health, population health, digital health, or community-based programs.
• Experience supporting grant-funded, federally funded, or state-funded initiatives.
• Experience coordinating workforce development, training programs, or implementation activities.
• Experience supporting quality improvement, evaluation, or reporting activities.
• Experience working with rural healthcare organizations, community-based organizations, or community health workers.
• Experience supporting multi-site or regional implementation initiatives.

Skills

• Organization
• Detail oriented
• Communication
• Interpersonal skills
• Customer service
• Problem solving
• Time management
• Multitasking

Required Documents

• CV Cover Letter

Comprehensive Benefits Package

• Coverage begins on day one for health, dental, and vision insurance and includes health expense accounts with generous employer contributions if the employee participates in a qualifying health plan.
• Employer-paid life insurance, long-term disability insurance, and various additional voluntary insurance plans are available.
• Paid time off, including vacation and sick, begins accruing upon hire, plus ten paid holidays.
• One paid discretionary day is available after six months of employment, and paid time off for bereavement, jury duty, military service, and parental leave is available after 12 months of employment.
• A retirement program with a generous employer contribution and additional voluntary retirement programs (457 or 403b) are available.

Employee Type: Regular Time Type: Full time Rate Type: Hourly Compensation Statement: The pay range listed for this position is determined by our compensation program using market data and salary benchmarking. A combination of factors is considered in making compensation decisions including, but not limited to, education, experience and training, qualifications relative to the requirements of the position, and funding. At the University of Kansas Medical Center, a reasonable estimate for the starting pay range will be the minimum to midpoint of the posted range, taking into account the combination of factors listed above.

Pay Range: $28.20 - $38.35 Minimum $28.20 Midpoint $33.17 Maximum $38.35

The mission of the University of Kansas Medical Center is to improve lives and communities in Kansas and beyond through innovation in education, research, and health care. The University of Kansas Medical Center is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, ethnicity, ancestry, age, protected veteran or disability status, marital status, parental status, or genetic information. http://policy.ku.edu/IOA/nondiscrimination https://kumc-publicpoliciesandprocedures.policystat.com/policy/8446235/latest/

Under Kansas state law, certain KUMC positions are subject to disability preference. For positions subject to this requirement, KUMC will offer an interview to a person who has applied for an open position who is qualified, with or without reasonable accommodation, to meet the performance standards of the position and who has presented acceptable proof of disability. If the position you apply for is subject to the disability preference requirement, you will be asked to provide information in support of your request for disability preference when you complete the application for employment. https://civilrights.ku.edu/annual-security-and-fire-safety-report https://www.e-verify.gov/sites/default/files/everify/posters/EVerifyParticipationPoster.pdf https://www.laborposters.org/federal/1606-federal-pay-transparency-poster.htm