What are the responsibilities and job description for the Project Coordinator position at Swope Health?
The Project Coordinator will assist the Director with a variety of activities within the areas of space planning, construction, and capital budget management. Primary responsibilities include gathering information, coordinating project activities including simple tasks and larger plans, developing and managing schedules, monitoring work to ensure conformity with project plans, communicating progress to all team members, and a variety of administrative duties such as scheduling meetings, maintaining project documentation, validating invoices and tracking expenses. this role will help to ensure our projects are completed on time, within budget and meet high quality standards.
Primary Functions:
1. Perform the necessary discovery work for requested and/or assigned projects to identify and define requirements,
scope, and objectives.
2. Assists with office furniture and office move requests as assigned to identify best solutions.
3. Assists the PMO with project prioritization and notifying end-users of approvals.
4. Assists with developing and managing approved workspace accommodation plans from initiation to installation as
assigned.
5. Break assigned projects into doable actions and set timeframes.
6. Assists the PMO with monitoring the delivery/installation of other projects as assigned.
7. Creates and manages project schedules as assigned in Project Online
8. Monitors progress from project team members and contractors as assigned.
9. Assists with tracking expenses and predicting future costs.
10. Creates project budget worksheets in MS Excel as assigned
11. Prepares project status reports.
12. Schedules and organizes meetings with prepared agendas and other required information.
13. Takes meeting notes to include assigned tasks and next steps, and disseminates to participants
14. Assists with creating project document templates for recurring activities
15. Maintains well-organized shared project files and historical records with consistency to ensure others with access
understand the system
16. Validates invoices, obtains appropriate signature approvals, and submits timely to Accounting for payment
17. Oversees procurement items as assigned to ensure order accuracy and on time delivery
18. Works with the Director to streamline processes
19. Assists the PMO with identifying cost savings opportunities for evaluation
20. Assists with identifying risks and potential issues with assigned projects
21. Prepares written and verbal communications as assigned
22. Assists afterhours as needed for such things as providing guidance to contractors and team members, providing
building access, ensuring project and grant deadlines are met, and other periodic requirements
23. Assists with other duties and projects as assigned
Education/Experience & Qualifications:
1. Work experience as a Project Administrator, Project Coordinator, or similar role
2. Experience assisting with space planning or construction projects a plus.
3. Demonstrates competence in the areas of critical thinking, interpersonal relationships, and technical skills.
4. Proficient with MS Project and Excel
5. Experienced with Project Online and MS Teams
6. Team spirit attitude
7. Strong organizational skills, including multitasking and time-management.
8. Exceptional communication skills are essential.
9. Works well in groups and independently.
10. Have own transportation to travel to satellite clinic locations as needed.
11. Bachelor's in business administration or related field and experience
12. Project Management certification a plus
Certification & Licensure Requirements
Swope Health Services supports its team members with:
Medical benefits (including a Health Savings Account option), dental and vision
401(k) retirement plan with company match
Company-paid benefits such as life insurance, Accidental Death & Dismemberment, and Short- and Long-Term Disability
Flexible Spending Account
Paid Days Off beginning at 12 days annually, effective the first day of employment
Eight annual company-paid holidays; One annual paid personal day.
About Swope Health Services:
Each year, Swope Health serves over 45,000 patients, encompassing more than 200,000 visits in four counties on both sides of the state line. Our team members are proud of the work we do and the promise we've made - delivering coordinated care that values the needs of the whole person and championing better health in our community.
Swope Health is a special place that cares for the people who need it most, wherever they are in the community. As part of our promise to battle health inequities and provide high-quality, comprehensive care, we make care visible. That means we proudly deliver our promise through every action, every day.
Qualifications
Skills
Required
Education
Required
Preferred
Licenses & Certifications
Required
