Sr Program Project Coordinator

Stanford Health Care; Newark (CA); On-site; USD 98,000 - 128,000; Full time

Job summary

Stanford Health Care in Newark, CA is seeking a Sr Program Project Coordinator to support division-wide initiatives within Facilities Infrastructure & Safety. You will coordinate with senior leaders and manage day-to-day project activities to drive activations and openings.

In this role you will provide executive-level calendars, lead cross-functional meetings, and oversee communications, events, and large-scale logistics to ensure on-time delivery and quality outcomes.

Qualifications

• Preferred Bachelor’s degree or five years of applicable experience.
• Experience coordinating large-scale projects (3+ years).
• Excellent communication and project management skills (3+ years).
• Proficient with project management tools (MS Project, Primavera).

Responsibilities

• Independently manages smaller scale projects.
• Solely responsible for project outcomes and successful activation-related execution.
• Provides direction to project team members and plans day-to-day activities.
• Coordinates and leads project committees, workgroups, and meetings.
• Maintains project schedules, timelines, risks, and next steps in PM tools.
• Provides updates to internal and external communications and newsletters.
• Maintains document version control.

Skills

Project coordination

Executive presence

Written & verbal communication

Event coordination

Relationship building

Calendar management

Cross-functional collaboration

Operational execution

Education

Bachelor’s degree

Tools

MS Project

Primavera

MS Office

Job description

1.0 FTE Full time Day - 08 Hour R2659597 Onsite 108420003 Security LPCH Business & Administration NEWARK, 7999 Gateway Blvd, California

Day - 08 Hour (United States of America)

Be the force behind the projects and people that keep a major healthcare division moving forward. This is an opportunity to step into a highly dynamic role where your ability to connect teams, drive initiatives, and create meaningful employee experiences will directly influence engagement across Facilities Infrastructure & Safety.

Role

In this highly visible role, you will partner with senior leaders and executive stakeholders to coordinate division-wide initiatives, support special projects, and help drive engagement efforts across Facilities Infrastructure & Safety. Success comes from balancing strategic planning with seamless execution while managing communications, events, and cross-functional collaboration in a fast-paced environment. Key strengths include:

• Project coordination and organizational planning
• Executive presence and professionalism when supporting senior leadership
• Strong written and verbal communication skills, including employee engagement and marketing-style communications
• Experience coordinating large-scale events, conferences, vendors, and stakeholder activities
• Ability to manage multiple priorities and build relationships across teams and departments
• Provide high-level administrative support, including complex calendaring, meeting facilitation and coordination requiring strong program and operational execution

Facilities Services

The Facilities Services division enhances health through leadership, collaboration, and innovation. Our team offers essential non-clinical support 24/7, ensuring safe operations and planning for future needs. We represent the intersection of planning, construction, general services, and facilities operations. Learn more about Facilities Services at: Facilities Services | Stanford Health Care

The Facilities Infrastructure & Safety (FIS) business unit is vital in ensuring the safety, security, and operational integrity of Stanford Health Care facilities while also managing disaster preparedness and complex building systems to foster a secure healthcare environment. FIS is made up of multiple departments aligned in focus: Environmental Health & Safety, Facility Field Services, Protective Services, Security Services, Office of Emergency Management, Facilities Engineering - Systems, Operational Technology, Facilities Engineering- Infrastructure, Facilities Services Response Center, and Facilities Administration and Operations.

Facilities Administration and Operations

FAO drives strategic alignment and continuous improvement across operational functions by leveraging data-driven processes and best practices to enhance service quality and create a safe, efficient environment.

This is a Stanford Health Care job.

A Brief Overview

Sr Program Project Coordinators manage daily project activities in conjunction with project and senior project managers who provide centralized oversight/structure to multiple VP areas in executing complex, organization-wide projects (such as the 500P activation). Projects require the complex coordination of space planning, facilities construction, logistics, compliance and clinic operational planning. In addition, Senior Project Coordinators independently manage related projects of smaller scope. Senior Project Coordinators assume responsibility for key project team members, deliverables and activities, resource/equipment/information coordination. Senior Project Coordinators use their independent judgement to resolve or triage critical issues, identify risks and escalations, provide project schedule updates and exercise financial responsibility.

Locations

Stanford Health Care

What You Will Do

• Independently manages smaller scale projects.
• Solely responsible for project outcomes and successful execution of activations related to opening.
• Provides direction to project team members, determines and plans day-to-day project activities and apportions project work among team members. Ensures project team members have the tools, processes and standard work necessary to complete activities.
• Working from project plans, identifies task owners and schedules and provides day-to-day coordination of project related tasks. Identifies potential problems/impediments and resolves as appropriate. Keeps the project focused on its objectives. Identifies missed deadlines, assesses impact and appropriate mitigation efforts. Identifies interdependencies and adjusts timetables/tools as necessary. Works with affected parties to ensure satisfactory project completion.
• Plan and develop the initial project schedule, making certain that all scheduling conflicts are resolved. Use independent judgement in triaging critical issues, escalations and action items.
• Updates Project status, schedules, IMP, timeline, issues/risks, escalations, next steps, accomplishment, budget etc. in project management tool.
• Coordinate and independently lead and manage project committees, workgroups, taskforce and other project meetings. Responsible for complex scheduling activities. Prepare materials for meetings and education sessions. Orchestrates and oversees the execution of project special events (dress rehearsals, mock surveys, mock moves, first patient day).
• Provides input on and determines resourcing needs. Identifies budget issues and works with Financial Analysts as needed.
• Works with representatives from operational departments to ensure that quality work is completed on a timely basis.
• Responsible for on-going communications and project updates.
• Serves as the source of truth on communications related to the project. Drafts on-going and ad hoc communications and newsletters.
• Maintains communication links to all relevant parties and to project logistics and calendars including project renderings, presentations, meeting notes, action items, project schedules, etc.
• Provide updates to internal and external communications re: shared workplans. Tracks and audits schedules and deadlines.
• Maintains document version control.

Education Qualifications

• Preferred Bachelor’s degree or five years of applicable experience from an accredited institution.

Experience Qualifications

• Preferred experience in all or some combination of areas listed below
• Progressively responsible and directly related work experience, 5 years preferred.
• Strong skills in project scheduling utilizing a project management tool such as MS Project, Primavera, etc., 5 years preferred.
• Experience with medium-to-large projects, 3 years required.
• Excellent communication and project management skills, 3 years required.
• Expert skill-level in using Microsoft products (Word, Excel, PowerPoint, Visio, etc.), 7 years required.

Required Knowledge, Skills And Abilities

• Ability to communicate vetted information at all levels of the organization and with internal/external vendors.
• Ability to be highly- and multi-task focused while managing multiple tasks and projects simultaneously across various platforms.
• Ability to understand information flow and solve problems under pressure.
• Ability to manage conflict resolution.
• Ability to adapt and troubleshoot in a unique and quickly changing, fast-paced environment.
• Ability to work with ambiguity.
• Expert with Outlook scheduling, web ex, telepresence and other technology.
• Experience working in a team environment
• Experience interacting with senior and executive level staff.
• Experience managing work and relationships in a volatile environment.
• Experience with various project management tools and other resources available across the department/organization.
• Experience managing individuals and project teams.
• Excellent relationship building and stakeholder management skills.
• Independent, critical thinker.
• Demonstration of advanced written, verbal communication and facilitation skills.
• Active contribution and process improvement to the foundation of the department.
• Read, understand, comprehend instructions with minimal directions.
• Understand and respond to multiple personalities and work/management styles.
• Resource management/utilization knowledge in projects.
• Financial and business acumen.
• Demonstrates advanced proficiency in the specific tools that are available and required as part of the organizations project management information system.
• Advanced ability to ensure that effective project tools are in place to monitor project performance.
• Advanced capability at providing effective performance reporting for the customer and company in order to monitor the progress of the project.

These Principles Apply To ALL Employees

SHC Commitment to Providing an Exceptional Patient & Family Experience

Stanford Health Care sets a high standard for delivering value and an exceptional experience for our patients and families. Candidates for employment and existing employees must adopt and execute C‑I‑CARE standards for all of patients, families and towards each other. C‑I‑CARE is the foundation of Stanford’s patient‑experience and represents a framework for patient‑centered interactions. Simply put, we do what it takes to enable and empower patients and families to focus on health, healing and recovery.

You will do this by executing against our three experience pillars, from the patient and family’s perspective:

• Know Me: Anticipate my needs and status to deliver effective care
• Show Me the Way: Guide and prompt my actions to arrive at better outcomes and better health
• Coordinate for Me: Own the complexity of my care through coordination

Equal Opportunity Employer Stanford Health Care (SHC) strongly values diversity and is committed to equal opportunity and non‑discrimination in all of its policies and practices, including the area of employment. Accordingly, SHC does not discriminate against any person on the basis of race, color, sex, sexual orientation or gender identity and/or expression, religion, age, national or ethnic origin, political beliefs, marital status, medical condition, genetic information, veteran status, or disability, or the perception of any of the above. People of all genders, members of all racial and ethnic groups, people with disabilities, and veterans are encouraged to apply. Qualified applicants with criminal convictions will be considered after an individualized assessment of the conviction and the job requirements.

Base Pay Scale: Generally starting at $47.32 - $61.52 per hour

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training. This pay scale is not a promise of a particular wage.