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Project Coordinator, Short Term Employment, thru 12/31/22

Company: Alameda Health System
Location: San Leandro
Posted on: June 6, 2021

Job Description:

Summary

This is a part-time, limited term position thru: 12/31/22. Hours are flexible and anticipated to be 10-12 hours/week.

SUMMARY: The Project Coordinator will provide specialized project coordination, logistics, and general administrative support to assigned functional project teams. This will include activities such as project meeting planning (i.e scheduling logistics), facilitation, meeting minutes, project related activities as directed by project manager, acts as direct support for PM and project team activities. Performs related duties as required.

DUTIES & ESSENTIAL JOB FUNCTIONS: NOTE: The following are the duties performed by employees in this classification, however, employees may perform other related duties at an equivalent level. Not all duties listed are necessarily performed by each individual in the classification.

  1. Full cycle project management specialized support, such as project meeting planning (i.e. scheduling and logistics), meeting facilitation, meeting minutes, project related activities as directed by project manager, acts as direct support for PM and project team activities.

  2. Organize and prioritize work as necessary to meet critical deadline and make photocopies as needed; respond to phone inquiries; submit all IT/telecom helpdesk tickets; prepares agendas and takes meeting minutes.

  3. Coordinate department new hire on-boarding activities. Obtain network/system; manage and follow up on laptop requests from IT; arrange for cubicle and equipment to be in place (phone, computer, chair, etc.); order name plate; key requests.

  4. Develops partnerships with various departments; orders supplies; prepares and submits Purchase Order, Invoices and Expense Reimbursement to Accounts Payable for payment; investigates and resolves billing /payment discrepancies; tracks Paid Time Off (PTO), audits and approves Timekeeping and works with payroll on related issues, works with Materials Management, Engineering and Information Technology on issues needing resolution and on office moves and facilities management issues.

  5. Handles confidential information which has not yet been made public and normally available only to the Director and his/her top-level staff; releases information to authorized parties at direction of Director; relieves Director/Manager of certain administrative details by routinely and independently performing administrative support tasks such as researching operating problems; contacts outside vendors as needed.

  6. Maintains the Director/Manager's appointment calendar exercising considerable discretion in committing the Director's time or referring caller to another appropriate source of information or service; advises Director/manager of appointments; sets up meetings, contacts participants, reserves rooms, prepares notices and agenda; and assembles material/documents needed for such meetings.

  7. Coordinates and implements a variety of projects; provides operational and procedural support to the Director and/or Project team by coordinating and assisting with day-to-day department operations.

This is a part-time, limited term position (through Dec 2023). Hours are flexible and anticipated to be 10-12 hours/week.

Employment dates are today thru end date of: 12/31/22

MINIMUM QUALIFICATIONS:

Education: Associate's degree or some college coursework is required; Bachelor's degree preferred.

Minimum Experience: Three years of directly related progressive experience; preferably in a similar role. Preferred Licenses/Certifications: Certified Associate in Project Management (CAPM) preferred

Additional Information

This position will support the work associated with a grant funded by the American Cancer Society/Pfizer focused on addressing racism-based disparities in timely diagnosis of cervical, breast and colorectal cancer.

This is a part-time, limited term position thru 12/31/22 Hours are flexible and anticipated to be 10-12 hours/week.

Desired experience:

  • Commitment to racial justice and equity demonstrated in prior work
  • 1+ year of project management experience
  • Experience in health care settings, in process improvement and/or LEAN management tools
  • Experience facilitating community groups that are diverse in terms of racial identity, lived experiences and formal education

Duties:

  • Provide operational and procedural support to the Project lead and teams by coordination and assisting with day-to-day project operations
  • Coordinate and communicate with grants manager to ensure budgeting and reporting processes and deadlines are met
  • Project management support, such as project meeting planning (e.g. scheduling and logistics via Zoom), preparing agenda and notices, meeting minutes, and other project related activities as directed by project leads
  • Work with quality, business intelligence, and project leads to create and monitor data reports
  • Plan and implement educational events for the institution and community, which includes coordinating logistics, press releases, speakers, and printed materials in conjunction with various institutional and community stakeholders.
  • Handle confidential information which has not yet been made public

Knowledge, skills and abilities:

  • Establish and maintain effective working relationships with individuals both inside and outside the healthcare setting
  • Excellent communication with a focus on closed-loop communication
  • Organize and prioritize across multiple tasks to work and meet deadlines
  • Draft, compose and edit reports, documents and correspondence from brief oral and written instructions using word processing applications and/or spreadsheet applications
  • Proficient computer skills including Microsoft Office. Familiarity with MS Visio, SharePoint, etc preferred.

Keywords: Alameda Health System, San Leandro , Project Coordinator, Short Term Employment, thru 12/31/22, Other , San Leandro, California

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