Project Coordinator

About the role

Description

Entity: Clinical Practices of the University of Pennsylvania (CPUP)

Department: CPUP AED Nursing

Location: 3535 Market Street, Philadelphia, PA

Hours: Full Time

Summary:

• Provides administrative, project coordination and operational support to the CPUP Clinical Operations team. Coordinates the execution of priority initiatives, governance and committee work, and standing programs, and maintains the calendars, meeting cadence, communications and tracking tools that keep the work on schedule. Balances the needs of the team and exercises discretion with confidential personnel, compensation and credentialing information.
• Primary responsibilities include: Manage meeting requests; resource coordination; maintain documentation; generate reports and documents; project manage specific tasks; coordinate programs events, and newsletters; maintain distribution lists and resource sites; and assist the Directors and their teams as necessary. 

Accountabilities:

Project Coordination & Management

• 1. Meets with Directors to outline priorities and requirements and create project plan documents, timelines and task trackers.
• 2. Coordinates scheduling, pre-work and attendance for designated  meeting, workgroups, and committees.
• 3. Maintains agendas, minutes and action logs and communicates decisions, follow-ups, and plans to the appropriate individuals as required.
• 4. Prepares presentations, slide decks, and briefing materials for designated leadership, council, and committee meetings
• 5. Monitors project calendars and time schedules; advises of potential delays and risks.
• 6. Supports data collection, assessments, and process standardization projects from an administrative perspective. 

Executive, Calendar, & Communications Support

• 1. Serves as first point of contact and manages complex calendars, meeting requests, and logistics for Directors; prioritizes requests and resolves scheduling conflicts.
• 2. Maintains distribution lists, directories, SharePoint/Teams sites, shared folders, and resource site content; drafts and distributes newsletters and other communications in collaboration with leadership.

Programs, Events, & Budget Tracking

• 1.  Coordinates recurring programs and events, including planning timelines, logistics, marketing, catering, and support materials.Performs budget tracking, purchase requests, and invoice reviews for programs and events.
• 2.  Completes debrief from events; provides summary and reconciliation of budget and any outstanding items.

Data & Reporting

• 1.Produces and validates reports, dashboards, or other tracking information as requested
• 2.Assists with any internal and external audit processes or requests

Education & Experience:

• High School Diploma- Required
• Associates/Bachelors degree  in business, healthcare or related field- Preferred
• 3+ years of knowledge of healthcare facilities and/or operations- Preferred

We are an Equal Opportunity employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.