Project Coordinator (H)

University of Miami; Miami (FL); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Tuition remission

Benefits package

Job summary

University of Miami is seeking a full-time Project Coordinator to organize project activities, coordinate meetings, and track progress within the Department of Medicine. The role provides administrative support and develops action plans outlining resources, timelines, and budgets for various projects.

Responsibilities include assigning tasks, monitoring progress, preparing reports, and ensuring documentation is current and stored.

Qualifications

• Bachelor’s degree preferred or relevant work experience in health system administration.
• Ability to manage budgets and track expenditures accurately.
• Strong written and verbal communication across diverse teams.

Responsibilities

• Organize project activities to ensure schedules are met and milestones tracked.
• Provide administrative and logistical support, including meeting arrangements and documentation.
• Prepare action plans detailing resources, timelines and budgets for projects.
• Distribute tasks, monitor progress, and report status to stakeholders.
• Maintain project records and ensure adherence to policies and standards.

Skills

Budget management

Meeting coordination

Documentation

Communication skills

Project tracking

Team coordination

Administrative support

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

The department of Medicine has an exciting opportunity for a full-time Project Coordinator.

The Project Coordinator organizes project activities to ensure projects are on schedule. This role provides administrative and logistical support including meeting arrangement, progress tracking, and documentation. In addition, this job also prepares comprehensive action plans that detail available resources, timeframes and budgets for projects.

CORE RESPONSIBILITIES

• Assists with the assignment of tasks to internal teams to include schedule management.
• Assists with budget preparation and tracks all project related expenditures.
• Monitors project progress and addresses any issues that arise.
• Assists with the identification of completion shortfalls.
• Acts as the point of contact and communicates the project status to relevant stakeholders.
• Communicates timeline changes and new information to project team.
• Creates and maintains comprehensive project documentation, plans and reports.
• Ensures all needed documentation is current and properly filed and stored.
• Ensures adherence to standards and requirements by reviewing project objectives against deliverables.
• Organizes, attends and participates in project meetings.
• Prepares necessary presentation materials for project meetings.
• Records minutes and takes detailed notes during meetings.
• Adheres to University and unit-level policy and procedures and safeguards University assets.

Department Specific Functions

• Onboard and offboard for all faculty, staff, and volunteers for Division of Infectious Diseases
• Prepare and submit Add/Change form for providers.
• Assist with new ID badges, security access to buildings, parking, telecom, lab coats, professional headshots, computer and computer accessories, supplies, list of division contacts, etc.
• Coordinate and initiate credentialing process for the Division of Infectious Diseases providers: Maintain a checklist for each incoming faculty and staff members and monitor timelines to complete credentialing and provider enrollment by due date.
• Submit packets to appropriate department for review and approval.
• Request and schedule Level II Background screening with appropriate department with IDR and JE.
• Coordinate recredentialing and renewal of Clinical Privileges with UM and JHS Requests and submits case logs for providers for recredentialing
• Acquire signatures from division/clinical chief
• Coordinate Appointments, Promotions, and Tenure (APT) process for ID.
• Obtain, prepare, track, and submit all documents (e.g., CVs, Letters of Support, etc.) pertaining to each faculty member applying for APT.
• Create slide presentation for faculty requesting Promotions and Tenure
• Prepare and collect Divisional votes for APT process for each faculty
• Directly support departmental initiatives, facilities requests, timely submission of Continuing Medical Education reimbursements, requisitions, invoices, and general purchasing needs for the Division.
• Support early career investigators with grant-related purchases and invoices, petty cash reconciliation, and travel reimbursements.
• Support IDRU and IDPU unit with purchases, inventory, and day-to-day operations specific to the unit.
• Provides ancillary support to faculty for research activities, clinical activities, business services, student services, etc.
• Performs complex assignments and resolves issues and problems referred by their supervisor.

Other duties assigned

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

CORE QUALIFICATIONS

• High school diploma or equivalent
• Minimum 1 year of relevant experience
• Ability to communicate effectively in both oral and written form.
• Ability to maintain effective interpersonal relationships.
• Ability to work independently and/or in a collaborative environment.
• Ability to accurately prepare and maintain records, files, reports and correspondence.
• Ability to understand and follow instructions.
• Skill in completing assignments accurately and with attention to detail.
• Ability to manage a budget and work within the constraints of that budget.
• Ability to process and handle confidential information with discretion.
• Proficiency in computer software (i.e. Microsoft Office).
• Any appropriate combination of relevant education, experience and/or certifications may be considered.

The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.

UHealth-University of Miami Health System, South Florida's only university-based health system, provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine. As an academic medical center, we are proud to serve South Florida, Latin America and the Caribbean. Our physicians represent more than 100 specialties and sub-specialties, and have more than one million patient encounters each year. Our tradition of excellence has earned worldwide recognition for outstanding teaching, research and patient care. We're the challenge you've been looking for.

The University of Miami is an Equal Opportunity Employer.

Applicants and employees are protected from discrimination based on certain categories protected by Federal law.

Job Status: Full time Employee Type: Staff

The mission of the University of Miami is to transform lives through education, research, innovation, and service. A vibrant and diverse academic and healthcare community, the University of Miami and the University of Miami Health System ("UHealth") have rapidly progressed to become one of the nation’s top research universities and academic medical centers in the nation. The University comprises 12 schools and colleges serving undergraduate and graduate students in more than 350 majors and programs. Visit welcome.miami.edu/about-um to learn more about our points of pride. The University ranks No. 55 on U.S. News & World Report’s 2022 Best Colleges list and ranked No. 49 in the 2022 Wall Street Journal/Times Higher Education College Rankings. Bascom Palmer Eye Institute is ranked the #1 eye hospital in the USA and offers some of the nation's premiere eye doctors to treat every eye condition for adults. Sylvester Comprehensive Cancer, part of the Miller School of Medicine, received the prestigious National Cancer Institute designation in 2019. The University of Miami and UHealth have also ranked among the Forbes Best Employers and Best Employers for Women on several occasions, most recently in 2022. With more than 17,000 faculty and staff, the University strives for excellence, and is driven by a powerful mission to transform and impact the lives of its students, patients, members of the community, and people across the globe. The University of Miami is an Equal Opportunity Employer. Applicants and employees are protected from discrimination based on certain categories protected by Federal law.