Sr. Program/Project Coordinator - GME

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Day - 08 Hour (United States of America)

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 in graduate medical education (residency and fellowship training) who provide centralized oversight/structure to multiple education areas in executing complex, organization-wide projects (wellbeing initiatives, implementing DEI initiatives to improve recruitment and the learning environment, leadership training initiatives, recruitment planning). Projects require the complex coordination of residents, program directors, program coordinators, departmental leadership, GME leadership, and hospital leadership. In addition, independently manage related projects of smaller scope. Assume responsibility for key project team members, deliverables and activities, resource/equipment/information coordination. Sr. Program/Project Coordinators use their independent judgement to resolve or triage critical issues, identify risks and escalations, provide project schedule updates and exercise financial responsibility.

The GME Sr. Program/Project Coordinator will be responsible for supporting the Assistant Dean for GME and ensuring successful implementation of established goals and priorities. Key goals for the Assistant Dean for the next 3 years include: developing and implementing wellbeing initiatives, implementing DEI initiatives to improve recruitment and the learning environment, and supporting program director development.

The GME Sr. Program/Project Coordinator is expected to work with limited supervision - independently establishing work priorities, tracking progress, and searching out and correcting any errors. Must demonstrate facile communication and organizational skills and solve problems in an innovative manner. This position offers opportunities for creativity and innovation: plays an active role in the ongoing development of tools, approaches, and systems designed to improve the educational experience of residents and fellows. The position also involves a great deal of interpersonal communication with faculty, staff, residents, fellows, and school and hospital leadership.

The successful applicant for this position will be passionate about education, have program and project management experiences, and a desire to collaborate with a dynamic group of faculty, staff, and trainees on a mission to improve medical education.

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

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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.