As a Program Coordinator, you will play a key role in supporting the Business Operations & Strategic Initiatives (BOSI) team within Facilities Services, with a focus on capital construction project coordination, program reporting, and operational support. Working closely with Program Managers, Construction Directors, project teams, and cross-functional partners, you will help coordinate recurring project and program activities, maintain accurate reporting and documentation, and support standardized processes that strengthen project oversight and operational efficiency across a large and evolving construction portfolio.
In this role, you will support a variety of construction-related business and operational functions, including capital project reporting, financial review coordination, resource workload planning and tracking, dashboard maintenance, and program governance activities. Responsibilities include coordinating capital financial review meetings and preparing supporting materials, consolidating project budget and schedule information, maintaining Resource Load Plans (RLPs) and planned-versus-actual hours reporting, tracking project milestones and outstanding action items, and supporting the development and maintenance of project and portfolio dashboards. You will also coordinate stakeholder communications, maintain program documentation, and help ensure critical reporting activities and deliverables remain on schedule.
The Program Coordinator will play an important role in maintaining the accuracy, consistency, and accessibility of project and operational information. Drawing from systems such as PMWeb and other enterprise platforms, you will collect and validate project data, compile performance metrics, identify reporting discrepancies, and prepare materials for Program Managers and leadership review. You will also support process improvement initiatives by maintaining standardized templates, coordinating implementation activities, and helping improve reporting workflows and information management across the construction portfolio.
Success in this role requires strong organizational skills, attention to detail, analytical aptitude, effective communication, and the ability to independently coordinate multiple activities in a fast-paced environment. The ideal candidate is proactive, collaborative, comfortable working with project data and reporting tools, and interested in supporting capital construction initiatives through structured coordination, reliable information management, and continuous process improvement.
A Brief OverviewThe Program Coordinator is responsible for a full range of planning, implementation and support of new and restructured programs that support Stanford Health Care (SHC) business development and customer service. The role is also in charge of planning and managing logistics for client relationship, marketing, and internal operations and others. The incumbent interfaces internally with Stanford Health Care (SHC), Lucile Packard Children's Hospital (LPCH), and School of Medicine (SOM) senior management, Corporate Partners and Executive Health Program Departments, Stanford Alumni networks and Stanford University Departments in all disciplines. External contacts include multinational corporations, medical centers, foundations and individual patients and families who have a relationship with Stanford Health Care.
The Program Coordinator carries out assigned duties independently and communicates constantly with Management. This role works collaboratively with a broad range of stakeholders in clinical, administrative, ancillary and service departments, and manages communication among all departments and School of Medicine.
LocationsStanford Health Care
What you will do- Leads/supports projects to improve internal operations and overall growth; documents project scope and sets project expectations clearly and precisely
- Institutes workgroups to address necessary processes and procedures required for the existing and new services. Distributes minutes and other relevant communication regarding project activities
- Plans and implements logistics for (1) internal (SHC, LPCH, SOM and SU) communication on behalf of his/her department, (2) for videoconferencing with SHC clients (education, CME, clinical review and second opinion programs), (3) for business and relationship development overseas, including education outreach programs, consulting engagements, events and travel
- Understands Care Coordination workflow and key components to help facilitate patient inquiries and visits as needed.
- Handles the production of collateral marketing and event materials for all International internal and external activities
- Assists with the selection process for consultants, contractors, and vendors
- Implements quality control measures to ensure internal operations and projects comply with department, hospital, and university policies
- Facilitates the assessment, documentation, and recommendations for business process flow as required for changes necessary to achieve project outcomes sought
- Demonstrates ability to work with any customer, client, or vendor regardless of race, gender, sexual orientation, religious, or cultural beliefs
- Acts as an ambassador for Stanford Health Care in dealing with the community in the course of carrying out all assignments.
- Performs other related and incidental duties as needed or assigned.
Education Qualifications- Graduation from an accredited college or university wit h a bachelor's degree.
Experience Qualifications- Four (4) or more years related work experience in development, office management or customer service
- Any combination of education and experience that would likely provide the required knowledge, skills and abilities as well as possession of any required licenses or certifications is qualifying.
Required Knowledge, Skills and Abilities- Understanding of and ability to apply project management methodology and process/performance improvement principles
- Demonstrated ability to analyze and synthesize high volume of information
- Ability to write clear, concise research documents with attention to accuracy and detail
- Excellent written/oral/interpersonal communication skills
- Additional language skills (other than English) highly preferred
- Ability to interact with diverse groups and an international audience
- Organizational skills to handle several projects simultaneously, prioritize, meet deadlines, work independently and solve problem
- Ability to maintain confidentiality, independent judgment and initiative required
- Skilled and proficient in the use of personal computers (Word, Excel, Access, on-line databases, CD ROM, and the internet)
- Ability to develop materials for marketing, event planning, education, etc.
- Ability to establish and sustain relationships with staff members and a variety of internal and external working groups and individuals
- Familiarity with or ability to quickly become familiar with the organization and array of services provided by an academic medical center.
Licenses and CertificationsBase Pay Scale: Generally starting at $49.71 - $64.61 per hour
The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training. This pay scale is not a promise of a particular wage.
