Project Assistant

Pacific Clinics; San Jose (CA); On-site; USD 43,000 - 52,000; Full time

Benefits offered by this job

Medical, dental, vision

401K employer match

Competitive leave plans

Job summary

Pacific Clinics is seeking a detail-oriented Project Coordinator to support project managers and cross-functional teams in San Jose, CA. The role involves research support, drafting, formatting reports, and maintaining project tracking systems to ensure timely deliverables.

You will collaborate with internal and external partners, manage schedules, and assist with budgets and communications. A strong eye for detail and organizational skills are essential for success in this role.

Qualifications

• Associates degree in a relevant field with 3 years progressive project management experience, preferably in healthcare.
• Must pass DOJ, FBI, and CAIC background clearance.

Responsibilities

• Collaborate with the project manager and cross-functional teams to maximize productivity across the project lifecycle.
• Provide administrative support: scheduling, outreach, tracking budgets, and preparing reports and presentations.
• Coordinate with internal teams and external partners to schedule appointments and ensure objectives are met.
• Organize schedules and monitor deadlines to ensure timely completion.
• Prepare project documentation (Gantt charts, tasks, workflows) and manage records for management review.
• Edit documents for grammar and formatting and alert team to revisions.

Skills

Project management

Attention to detail

Multitasking

Initiative

Team performance

Administrative acumen

Education

Associate degree in a relevant field

Job description

Overview

Compensation We Offer

• The initial compensation for this position ranges from $31.00 - 37.43 per hour; depending on experience, location, and internal equity considerations.
• 7.5% Bilingual Differential for qualified positions **

Benefits We Offer

• BenefitsEligibilitystarts on day ONE
• We provide a robust benefits package which includes medical, dental, vision, See our Benefits Page HERE.
• 401K Employer Match up to4%
• Competitive Time Off Plans

Must meet eligibility requirements based on employment status

**Must meet eligibility requirements

Pay Range

31.40-37.43

Job Summary

This position will work alongside the respective Project Manager and the project team and provide support to effectively guide the project team and or department to achieve its goals and deliverables. This might include handling details related to conducting research, drafting, and formatting reports and presentations, keeping project management tracking systems updated and coordinating correspondence from project team members. This position has a thorough understanding of project objectives and goals, ensuring all team members have the resources needed. Works in concert with project managers, project team or other assistants to ensure smooth and timely project completion.

Responsibilities

• Works collaboratively with the project manager, project and cross-functional teams (internal and external) to maximize productivity, contributing to the entire project lifecycle.
• Provides a variety of administrative support activities including but not limited to schedule management, performing outreach, tracking budgets and overseeing the minute details associated with complex task tracking, assist in the preparation and distribution of project materials, formatting reports (i.e. progress reports, workflows, PowerPoint presentations, training materials) reconciliation of expense reports, mileage claims, ordering of office supplies and equipment and other routine tasks.
• Coordinates with the internal team and external partners/vendors to schedule appointments and ensure project objectives/tasks are achieved.
• Organize and monitor schedules and see that deadlines are met.
• Completes relevant project documentation (Gantt chart, task assignments, process documentation, workflows, and other reports).
• Edits agency documents for grammar, spelling, and formatting. May recommend or alert project team members to the need for revisions to documents based upon extensive knowledge of agency and outside organization contact and experience.
• Keep records of all information related to project for documentation, clarification, and presentation to management.
• Arranges contracts, purchase orders and expenditure authorization forms for approval and chase invoices to ensure accurate payment.
• Responds to email or telephone inquiries and convey accurate information promptly and appropriately.
• As a representative of the agency, maintains appropriate professional and courteous manner in communicating with members of outside agencies, vendors, clients, and families.
• Provides support to new and/or cross-functional projects set up and take off and support preparation of close out documents.
• Data entry, literature review/web-based research.
• Participates in committees or work teams or related agency activities.
• Coordinates and manages special events.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.

• Associates degree in a relevant field and three (3) years progressive experience in the field of project management, behavioral health/healthcare and/or related area, and with an Electronic Health Record (EHR) system, or equivalent combination of education and experience (two years of relevant experience equals one year of education)
• Must pass Department of Justice (DOJ), Federal Bureau of Investigations (FBI), and Child Abuse Index Check (CAIC) background clearance.

Job Competencies

• Project Management
• Attention to Detail
• Manages Multiple Priorities
• Initiative
• Contributes to Team Performance
• Administrative Acumen

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop; kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Driving Required May have unsupervised contact with children. Requires full background check and TB Exam. We are an Equal Opportunity Employer, which includes providing reasonable accommodations for individuals with a disability.We will consider for employment, qualified Applicants with Criminal Histories in a manner consistent with ordinance 184652 Sec.189.04 (a) and San Francisco Police Code, Article 49. Section 4905.