Project Coordinator [AQ-23057]

Aquent; Palo Alto (CA); On-site; USD 55,000 - 85,000; Full time

Job summary

Aquent is seeking a highly organized coordinator to drive essential operations and support strategic initiatives in healthcare operations. You will streamline processes, manage resources, and foster relationships across the organization to enhance efficiency and staff support.

Key duties include coordinating project reporting, schedules, hiring workflows, onboarding, and event planning, with a strong emphasis on accuracy, discretion, and timely communications.

Qualifications

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

Responsibilities

• Manage comprehensive project reporting, ensuring optimal utilization of organizational resources and meticulous documentation across all project phases.
• Oversee project schedules and coordinate departmental activities, maintaining a clear overview of progress and timelines.
• Provide leadership for individual projects as they emerge, offering strategic direction and identifying proactive areas for improvement and new opportunities.
• Present compelling project results and expertly manage and facilitate workshops and committee meetings.
• Serve as a primary resource for administrative processes, providing leadership and expertise in managing information flow and operational procedures.
• Act as a key 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 documentation, supporting seamless departmental functioning.
• Coordinate the entire hiring process for new employees, including initial departmental orientation and monitoring compliance with essential 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 directly to financial efficiency.
• Manage and coordinate various events, ensuring successful execution from meticulous planning to flawless completion.
• Coordinate support requests from diverse departments, collaborating effectively to ensure high-quality work is completed efficiently and on time.
• Ensure new hires are equipped with all necessary resources precisely when and where they are needed to ensure a smooth onboarding.
• Participate in special projects as assigned, completing them accurately and within requested timeframes.

Skills

Organizational skills

Communication

Prioritization

Discretion

Independence

Teamwork

Problem solving

Resource management

Project coordination

Learning software

Education

High school diploma

Bachelor’s Degree

Tools

Microsoft Office

Copiers & Fax

Job description

Aquent is delighted to partner with a pioneering organization in the healthcare sector, a true leader committed to delivering exceptional patient care and driving medical innovation. This organization is at the forefront of improving health outcomes through strategic initiatives and collaborative efforts, powered by a dynamic team that champions efficiency, communication, and continuous improvement. Join a mission where your contributions will directly support operational excellence and cultivate a positive environment for both staff and the communities served.

Are you a highly organized and proactive individual ready to drive critical initiatives and support vital operations? We are seeking a talented professional to step into a pivotal role focused on essential coordination and support. This is an incredible opportunity to make a tangible impact by streamlining processes, meticulously managing resources, and fostering robust relationships across the organization. Your expertise will directly influence the success of key initiatives and the efficiency of crucial support functions, helping to shape a positive environment for all. Play a crucial part in advancing healthcare delivery and operational excellence!

What You Will Do

• Manage comprehensive project reporting, ensuring optimal utilization of organizational resources and meticulous documentation across all project phases.
• Oversee project schedules and coordinate departmental activities, maintaining a clear overview of progress and timelines.
• Provide leadership for individual projects as they emerge, offering strategic direction and identifying proactive areas for improvement and new opportunities.
• Present compelling project results and expertly manage and facilitate workshops and committee meetings.
• Serve as a primary resource for administrative processes, providing leadership and expertise in managing information flow and operational procedures.
• Act as a key 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 documentation, supporting seamless departmental functioning.
• Coordinate the entire hiring process for new employees, including initial departmental orientation and monitoring compliance with essential 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 directly to financial efficiency.
• Manage and coordinate various events, ensuring successful execution from meticulous planning to flawless completion.
• Coordinate support requests from diverse departments, collaborating effectively to ensure high-quality work is completed efficiently and on time.
• Ensure new hires are equipped with all necessary resources precisely when and where they are needed to ensure a smooth onboarding.
• Participate in special projects as assigned, completing them accurately and within requested timeframes.

Required Qualifications

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

Nice-to-Have Qualifications

• Bachelor’s Degree.
• Extensive knowledge and understanding of broader healthcare operational structures.

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.