Project & Administrative Coordinator

Overview

General Summary/ Overview:
Reporting to the Executive Director of the Academic Medical Centers (AMC) Office of the Chief Medical Officer (OCMO), the Project and Administrative Coordinator provides comprehensive administrative and project support across the AMC OCMO. This role coordinates project activities, manages documentation and data support, and facilitates communication among team members to ensure projects are executed smoothly and effectively. The Coordinator provides ongoing administrative and project support for the OCMO Ethics Team, oversees the day-to-day operations of the MGPO Physician Commons, and supports the planning and execution of special events and other cross-functional initiatives.

In addition, the role supports the broader administrative team under the Executive Director, including scheduling, logistics, ordering and billing, and other operational needs as assigned. This position also works closely with team members and individuals across the OCMO and the AMCs, partnering with stakeholders at all levels to support day-to-day operations, coordinate internal special projects, and ensure the timely delivery of strategic priorities.

• Assist in the planning, implementation, and monitoring of projects.
• Coordinate meetings, prepare agendas, and take minutes to document discussions and action items.
• Support project managers in tracking project progress and identifying any issues that may arise.
• Facilitate communication between project teams, stakeholders, and external partners to ensure alignment and collaboration.
• Assist with data collection and analysis related to project performance and outcomes.
• Coordinate supplies and workspace set-up for new employees. Help new employees gain access to software programs, building access and materials.
• Coordinate numerous building services for multiple departments such as building badges, work and repair orders, vending and coffee machines, shredder and copier equipment and supplies.
• Coordinate inventory and allocation of office equipment, software licenses, computers, phones, furniture, etc.
• Oversee purchases of equipment, office supplies and the maintenance of lease agreements and contracts for outside services.
• Initiate purchase order requests, obtain purchase order confirmations and follow through of payment for vendors and consultants.
• Responsible for maintenance of multiple calendars and filing systems. Schedule numerous large and complicated meetings and events.
• Submit accounts payable invoices and maintain expense files for primary vendors.
• Provide complex calendar management including the planning and timely notification of meetings and appointments. Use independent judgment in setting priorities and proposing alternatives to meetings. Collaborate with administrative staff across the system to book hard-to-schedule meetings with other execs and leaders.
• Prepare expense reports and process invoices.
• Other ad hoc administrative duties and projects as assigned.
• Coordinate and prepare meeting agendas, gather content, edit presentation decks, and track action items requiring follow-up on behalf of leadership.
• Arrange for conference room and technical support (e.g., projector, teleconferencing services) and prepare materials (agendas and PowerPoint decks) as necessary.

• Bachelors or Associates degree preferred; high-school degree required.
• Experience with project coordination and administrative support required.
• Experience in planning and supporting large-scale meetings and complex scheduling responsibilities required.
• Proficiency in the use of MS Office tools including Word, Excel, PowerPoint and Teams is required.
• Experience with purchase orders, billing, and expense reports strongly preferred.
• Experience with in a healthcare environment preferred.

• Possess strong interpersonal skills to effectively communicate with cross functional teams including staff at all levels of the organization.
• Professional demeanor, ability to successfully negotiate and collaborate with others of different skill sets, backgrounds, and levels within and external to the organization.
• Requires minimal direction from leadership and possesses the ability to learn quickly.
• Demonstrates team oriented, collaborative nature and customer service attitude.
• Ability to work independently exercising good judgment, diplomacy and discretion and maintain strict confidentiality.
• Ability to multi-task, prioritize and meet deadlines while working under pressure.
• Excellent written and verbal communication skills.
• Excellent attention to detail and follow-through.
• Flexible, resourceful, and resilient. Adapts quickly and happily to changing conditions, uses resources and relationships to develop solutions.
• Extraordinarily organized with excellent attention to detail, follow through and a proactive approach to problem-solving and prioritization.

• No direct reports; may indirectly provide leadership and guidance to less seasoned and new…