Project Coordinator [AQ-21615]

Aquent; Palo Alto (CA); On-site; USD 55,000 - 90,000; Full time

Benefits offered by this job

Subsidized health insurance

Vision insurance

Dental plans

Paid sick leave

Retirement plan with match

Free online training

Job summary

Aquent Talent partners with a leading healthcare organization in Palo Alto to recruit an organized operations support professional. You will streamline processes, coordinate projects, manage resources, and foster relationships across departments to support critical operations.

This role emphasizes timely HR onboarding, policy guidance, and efficient administration, contributing to staff success and positive community impact.

Qualifications

• High school diploma or equivalent.
• Excellent organizational and problem-solving skills with the ability to prioritize multiple and diverse tasks effectively.
• Demonstrated ability to manage multiple changing priorities in a fast-paced environment.
• Capable of taking direction and working effectively both independently and as part of a collaborative team.
• Proven ability to independently seek out and obtain necessary information.
• Demonstrated ability to exercise good judgment and maintain discretion in confidential situations.
• Excellent written and verbal communication skills.
• Ability to communicate clearly and maintain a professional appearance and composure with all types of individuals, including leadership, management staff, and colleagues.
• Exhibits a professional approach to work, including a strong sense of responsibility for assigned duties.
• Proficiency in preparing and managing accurate file systems consistent with standard office practices.
• Ability to utilize critical thinking skills and time management principles to develop effective work plans and achieve goals.
• Demonstrated ability and interest in learning new software programs as required.
• Intermediate level proficiency using computer software systems including Microsoft Office (Word, Excel, PowerPoint), as well as other office equipment such as copiers and facsimile machines.
• Adherence to safety policies and procedures, incorporating ergonomic principles into work habits.

Responsibilities

• Coordinate and manage project reporting and documentation across initiatives.
• Oversee project schedules and departmental activity, maintaining timelines.
• Provide leadership for projects as they arise and identify improvement opportunities.
• Present project results and facilitate workshops and meetings.
• Manage paperwork flow and operational procedures as a key administrative resource.
• Serve as a point of contact for HR and recruitment inquiries and policy guidance.
• Ensure timely submission of performance evaluations and personnel paperwork.
• Coordinate hiring processes including onboarding and training compliance.
• Oversee equipment and supplies allocation with periodic inventory reviews.
• Track and present cost management efforts in staff meetings.
• Manage and coordinate events from planning to completion.
• Coordinate support requests across departments to ensure timely, quality work.
• Ensure new hires have resources when needed.

Skills

Organization

Problem solving

Prioritization

Independent worker

Discretion

Written & Verbal comms

Professional demeanor

File management

Critical thinking

Time management

Software learning

Microsoft Office

Education

High school diploma or equivalent

Bachelor’s Degree

Tools

Microsoft Office (Word, Excel, PowerPoint)

Office equipment (copiers, fax)

Job description

Aquent is proud to partner with a leading organization in the healthcare sector, a true pioneer dedicated to delivering exceptional patient care and advancing medical innovation. This organization stands at the forefront of improving health outcomes through strategic initiatives and collaborative efforts, driven by a dynamic team that values efficiency, communication, and continuous improvement. Join a mission where your contributions will directly support operational excellence and shape a positive environment for both staff and the communities served.

Are you a highly organized and proactive individual with a passion for driving initiatives forward and supporting critical operations? We are seeking a talented professional to step into a pivotal support and coordination role. This is an exciting opportunity to make a tangible impact by streamlining processes, managing resources, and fostering strong relationships across the organization. Your contributions will directly influence the success of key initiatives and the efficiency of vital support functions, helping to shape a positive environment for both staff and the communities served. Play a crucial part in advancing healthcare operations!

What You Will Do

• Manage project reporting, ensuring optimal utilization of company resources and meticulous documentation of all project phases.
• Oversee project schedules and coordinate departmental project activities, maintaining a clear overview of progress and timelines.
• Provide leadership for individual projects as they arise, offering direction and identifying additional areas for improvement and opportunity.
• Present project results and expertly manage and facilitate workshops and committee meetings.
• Serve as a key resource for administrative processes, providing leadership and expertise in managing paperwork flow and operational procedures.
• Act as a point of contact for human resources and recruitment inquiries, offering policy and procedure expertise to the management team.
• Ensure the timely submission of performance evaluations and other essential personnel-related paperwork, supporting the smooth functioning of the department.
• Coordinate the hiring process for new employees, including initial department orientation and monitoring compliance with departmental training courses.
• Oversee the allocation of equipment and supplies, conducting periodic inventory reviews and preparing necessary facility reports.
• Track and present cost management efforts during departmental staff meetings, contributing to financial efficiency.
• Manage and coordinate various events, ensuring successful execution from planning to completion.
• Coordinate support requests from various departments, working collaboratively to ensure quality work is completed on a timely basis.
• Ensure new hires have all necessary resources available precisely when and where they are needed.
• Participate in special projects as assigned, completing them within requested timeframes.

Required Qualifications

• High school diploma or equivalent.
• Excellent organizational and problem-solving skills with the ability to prioritize multiple and diverse tasks effectively.
• Demonstrated ability to manage multiple changing priorities in a fast-paced environment.
• Capable of taking direction and working effectively both independently and as part of a collaborative team.
• Proven ability to independently seek out and obtain necessary information.
• Demonstrated ability to exercise good judgment and maintain discretion in confidential situations.
• Excellent written and verbal communication skills.
• Ability to communicate clearly and maintain a professional appearance and composure with all types of individuals, including leadership, management staff, and colleagues.
• Exhibits a professional approach to work, including a strong sense of responsibility for assigned duties.
• Proficiency in preparing and managing accurate file systems consistent with standard office practices.
• Ability to utilize critical thinking skills and time management principles to develop effective work plans and achieve goals.
• Demonstrated ability and interest in learning new software programs as required.
• Intermediate level proficiency using computer software systems including Microsoft Office (Word, Excel, PowerPoint), as well as other office equipment such as copiers and facsimile machines.
• Adherence to safety policies and procedures, incorporating ergonomic principles into work habits.

Nice-to-Have Qualifications

• Bachelor’s Degree.
• Extensive knowledge and understanding of hospital and clinic organization.

About Aquent Talent

Aquent Talent connects the best talent in marketing, creative, and design with the world’s biggest brands.

Our eligible talent get access to amazing benefits like subsidized health, vision, and dental plans, paid sick leave, and retirement plans with a match. We also offer free online training through Aquent Gymnasium. More information on our awesome benefits!

Aquent is an equal-opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics. We’re about creating an inclusive environment-one where different backgrounds, experiences, and perspectives are valued, and everyone can contribute, grow their careers, and thrive.