Project Coordinator

Position Summary:

We have an exciting opportunity to join our team as a Project Coordinator.

Together with the Director of Business Operations and the Program Manager, the Project Coordinator supports a diverse range of high-visibility projects, from initiation to completion, ensuring alignment with organizational goals. These include development and implementation of dashboards and research administration process reengineering. This role involves organizing and coordinating resources, taking meeting minutes, tracking deliverables, and maintaining schedules across multiple teams for projects of varying complexity.

The Project Coordinator is responsible for preparing detailed reports, handling stakeholder communication, and contributing to continuous process improvement. Working under general supervision, the role also facilitates administrative activities for RABO, including planning and executing events such as meetings, town halls, and seminars. Reporting directly to the Director, this position is responsible for project coordination to ensure that project milestones are achieved and for promoting effective collaboration among internal and external stakeholders.

The Project Coordinator also provides direct support to senior leadership by assisting with meeting preparation, documentation, follow-up, and coordination of priority activities.

• Project Coordination:
  Coordinate project activities across multiple teams, ensuring alignment with project goals, requirements, and schedules. Track project timelines, deliverables, and milestones, escalating risks or issues as necessary.
• Reporting and Documentation:
  Prepare detailed project status reports, analyze findings, and present summaries to management. Document project outcomes, including post-project evaluations, and provide recommendations for improvement.
• Stakeholder Engagement:
  Serve as a liaison between team members, leadership, and external stakeholders to ensure effective communication and collaboration.
• Communication Plans:
  Assist in the development and implementation of project communication plans to keep all parties informed and aligned throughout the project lifecycle.
• Logistics and Scheduling:
  Organize and coordinate project schedules, activities, and events, including technical and logistical support for conferences and special events.
• Continuous Improvement:
  Support post-project evaluations to identify successful and unsuccessful project elements, ensuring lessons learned inform future initiatives.
• Leadership Support:
  Assist the Senior Director with project and operational support activities, including attending meetings, preparing materials, taking detailed notes, documenting key decisions and action items, and coordinating follow-up with stakeholders to support timely execution of priorities.
• Special Projects:
  Participate in special projects and perform other duties as required.

To qualify you must have a Bachelor degree or equivalent in business administration, health care administration or related field or an equivalent combination of education and relevant experience. Proficiency in using various Microsoft Office applications such as Word, Excel, Access, PowerPoint and Outlook. Familiar with Internet applications. Effective oral, written, communication, interpersonal skills. Ability to interface effectively with all levels of management and must work and communicate effectively with both internal and external customers.

Ability to work within a team environment as well as independently. Time management skills and ability to work well under pressure. Ability to Project/Program manage and to multi task while paying attention to details.

Experience in project or program management, with a proven ability to coordinate projects. Prior experience working in an academic medical institution or healthcare setting. Familiarity with statistical concepts and the ability to interpret and present data effectively. Knowledge of formal project management methodologies (e.g., Agile, Waterfall) and proficiency in project management tools (e.g., Microsoft Project). Strong problem-solving skills and the ability to contribute to process improvement initiatives.

Experience supporting senior leaders or executives in a project, operational, or administrative capacity. experience in project or program management, with a proven ability to coordinate projects. Prior experience working in an academic medical institution or healthcare setting. Familiarity with statistical concepts and the ability to interpret and present data effectively. Knowledge of formal project management methodologies (e.g., Agile, Waterfall) and proficiency in project management tools (e.g., Click Up, Microsoft Project).

Strong problem-solving skills and the ability to contribute to process improvement initiatives.

Qualified candidates must be able to effectively communicate with all levels of the organization.

NYU Grossman School of Medicine…