Sr. Program/Project Coordinator (GME)

Stanford Health Care; Palo Alto (CA); On-site; USD 85,000 - 120,000; Full time

Job summary

Stanford Health Care seeks a Senior Program/Project Coordinator for the Office of Graduate Medical Education in Palo Alto. This role supports the Associate Dean and GME Executive Director, coordinating communications, events, and team development across Stanford Medicine.

You will manage project plans, schedules, and budgets, lead cross-functional tasks, and ensure timely completion with high-quality stakeholder engagement.

Qualifications

• Bachelor’s degree or five years of applicable experience preferred.
• 5 years of progressively responsible project coordination experience preferred.
• Excellent communication and project management skills required.
• Expert Microsoft Office skills (Word, Excel, PowerPoint, Visio) preferred.

Responsibilities

• Lead GME communications (newsletters, updates).
• Develop the GME website.
• Coordinate GME team development and events.
• Plan and execute GME-wide events (e.g. retreats, welcome events).
• Provide admin support to the Associate Dean and GME Executive Director.
• Manage day-to-day project tasks and scheduling.
• Maintain project plans, schedules, budgets, and status reports.

Skills

Project management

Communication

Stakeholder management

Outlook scheduling

Team collaboration

Education

Bachelor's degree

Five years experience

Tools

MS Project

Primavera

MS Excel

Visio

Job description

1.0 FTE Full time Day - 08 Hour R2661003 Hybrid 108210001 GME Administration Business & Administration STANFORD, 453 Quarry Rd, California

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Day - 08 Hour (United States of America)

A Brief Overview

The Senior Program/Project Coordinator for the Office of Graduate Medical Education (GME) for Stanford Health Care supports the Associate Dean of GME/Designated Institutional Official, the GME Executive Director, and the GME Team with broad responsibilities for Stanford Medicine. The Graduate Medical Education Office supports the 1550 residents and fellows and their 205 programs through educational development and operational processes. As primary coordinator and administrative support for the Associate Dean of GME/Designated Institutional Official and the GME Executive Director, the Senior Program/Project Coordinator will directly contribute to the impact and success of the GME Team through executive, resident, fellow, faculty, and staff engagement across the Stanford Medicine enterprise. The Senior Program/Project Coordinator will lead projects related to GME communications (e.g., newsletter, website), GME team development, and GME events. 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

• Lead communications for GME (e.g. newsletters, updates).
• Develop GME website.
• Coordinate GME Team Development.
• Lead GME-wide event planning (e.g., GME Educational Leaders Retreat, GME Welcome Event).
• Provide administrative support for Associate Dean of GME/Designated Institutional Official and GME Executive Director.
• Independently manage smaller scale projects.
• Provide direction to project team members, determine and plan day-to-day project activities and apportions project work among team members. Ensure project team members have the tools, processes and standard work necessary to complete activities.
• Working from project plans, identify task owners and schedules and provide day-to-day coordination of project related tasks. Identify potential problems/impediments and resolves as appropriate. Keep the project focused on its objectives. Identify missed deadlines, assesses impact and appropriate mitigation efforts. Identify interdependencies and adjusts timetables/tools as necessary. Work 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.
• Update 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. Orchestrate and oversee the execution of project special events.
• Provide input on and determines resourcing needs. Identify budget issues and work with Financial Analysts as needed.
• Work with representatives from operational departments to ensure that quality work is completed on a timely basis.
• Responsible for on-going communications and project updates.
• Serve as the source of truth on communications related to the project. Draft on-going and ad hoc communications and newsletters.
• Maintain 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.
• Maintain 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.