Project Coordinator—California


Service Line: Federal

Status: Non-Exempt
POSITION SUMMARY

Under general direction, this position is responsible for coordinating projects through various stages, as well as a variety of administrative and secretarial responsibilities. A thorough knowledge and understanding of company policies, procedures, and precedents is required. Assigned tasks require tact, independent judgment, initiative, and organization in solving a variety of problems. This position also provides support for proposal and report development and production (e.g., editing, proofreading, and production coordination).

ESSENTIAL FUNCTIONS

1. Act as a liaison in transmitting information/decisions between management, staff, and outside agencies and organizations.
2. Assemble and prepare information required for administrative decisions. Compose letters to providers and outside agencies that are clear, concise, and grammatically correct.
3. Accurately coordinate, prepare, and type materials required for bids, proposals, letters, memoranda, and other material from copy, rough draft, transcription machine, or other prescribed instructions. Meet deadlines in a timely manner.
4. As a member of the proposal team, review text with authors, assist in development of written reports, and work as a team member for documentation development and review. Work with editors, planners, and project staff to adhere to the project schedule.
5. Conduct research of technical manuals and journals via the Internet, recommend and/or select appropriate formats, and provide editing assistance.
6. Assist in collecting, organizing, and producing information for dissemination of clear, concise, and user-oriented internal and external documents and reports.
7. Coordinate publications, videos, press releases, and news/feature article placement with printers and other vendors. Coordinate and participate in educational presentations as required.
8. Assist with development and monitoring of project time and task schedules and create project schedule adherence reports for directors.
9. Assist as assigned with monitoring pool/consultant staff to adhere to time and task schedules.
10. Coordinate pre- and post-production activities for all meetings, conferences, and education seminars. Includes choosing venues, report summaries, CEUs, registration, billing, booth materials, and coordinating speakers.
11. Provide administrative support to the Executive Director, Program Directors, and Managers for assigned special studies, reports and projects. Includes printing, copying, faxing, shredding, mailing, scanning, ordering supplies, preparing expense reports, and submitting travel requests.
12. Act as secretary in meetings, recording/distributing minutes and monitoring the maintenance of appropriate records and files.
13. Interface with management, recommending reorganization of work procedures and assignments resulting from changes in workload or policy.
14. Manage calendars and schedules for designated managers. Start conference calls and WebEx events as needed.
15. Maintain contact database and assist with documentation and deliverable needs.
16. Assist other department personnel with secretarial and administrative office duties. Assist with front coverage, as required.
17. Perform other duties as assigned.

ACCOUNTABILITY

Accountable for the timeliness, completeness, accuracy, and quality of all assigned functions and tasks.

WORK CONDITIONS

Office/Administrative work. In this position, the employee may be subject to environmental conditions related to vehicular travel to and from facilities.

PHYSICAL AND MENTAL DEMANDS/COMPETENCIES

1. Ability to work independently in the absence of specific instructions and demonstrate self-initiative and problem-solving abilities.
2. Ability to type 60 wpm with minimal errors.
3. Ability to record and transcribe minutes.
4. Ability to work as a team member on multiple and varied projects, interacting effectively with individuals throughout the organization, as well as with outside customers and agencies.
5. Ability to remain calm under the stress of meeting deadlines.
6. Ability to maintain flexibility as required by the demands of the organization. This includes working overtime to meet deadlines.
7. Ability to adhere to established company confidentiality policies.

QUALIFICATIONS

1. Five plus years of administrative or like experience.
2. Advanced English/communication skills (i.e., spelling, grammar, composition, proofreading, and editing).
3. Experience in proposal and technical report development and production.
4. Experience in conducting research via the Internet.
5. Expertise in project coordination.
6. Experience in office management, preferably in the healthcare field.
7. Advanced Microsoft Software skills (MS Word, Excel, PowerPoint, Project, Visio, MS Publisher, or PageMaker). Experience with Outlook is preferred, as well as a working knowledge of database management.
8. Typing speed of 60 wpm.
9. Highly professional demeanor and excellent judgment, initiative, organizational, interpersonal, and communication skills.
10. Minimum of three years of healthcare experience.
11. Experience in quality management aspects of healthcare preferred.

DISCLAIMER

This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts, or working conditions associated with the position. While this is intended to be an accurate reflection of the current position, management reserves the right to revise the position or to require that other or different tasks be performed when circumstances change (e.g., emergencies, changes in personnel, workload, rush jobs, or technological developments).

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