Sr. Program Coordinator - FHC - University of Massachusetts Medical School

POSITION SUMMARY:

Under the general supervision of the Director, the Senior Program Coordinator provides a full range of advanced level complex support services. This position provides oversight of all activities related to office administration and will lead small projects or subcomponents of larger, more complex project. This position will be responsible for independent action on projects as assigned.

ESSENTIAL FUNCTIONS:

• Coordinate and perform high level, complex, and varied administrative tasks requiring a high degree of independent action and the setting of priorities and procedures.
• Provide technical assistance and advice to staff concerning assigned programs in order to exchange information, resolve problems and ensure compliance with established policies, procedures and standards.
• Lead small projects or subcomponents of larger, more complex projects in collaboration with the Director or designee.
• Assist in the coordination of programs to ensure effective implementation of services
• Participate in development and implementation of project related activities for the department
• Implement and manage assigned deliverables in accordance with project objective(s).
• Document and maintain current: project development reports, meeting minutes, decisions, progress reports, schedules, budgets, cost tracking reports, and other pertinent records.
• Ensure that program-related activities are timely, successful, and if applicable, meet customer expectations
• Perform preliminary data collection and analysis for review with senior staff.
• Extracts preliminary results from data analysis and presents to senior staff and project teams.
• Develop and maintain an effective relationship with team members, senior leadership and other project stakeholders.
• Update the Director or designee on issues or challenges related to program administration in a timely manner.
• Make recommendations for changes in procedures and guidelines and formulate strategies for accomplishing program objectives.
• Prepare multi-media presentations and reports utilizing a variety of software applications.
• May participate in oral and written reporting and presentations of project findings.
• Evaluate methods and procedures or develop techniques for processing work or improving the efficiency/effectiveness of the program.
• Develop and maintain personnel action forms, including oversight of all PA and payroll processing and maintaining personnel files.
• Review pertinent correspondence, communications and other background materials on a daily basis to remain current on project and operation details.
• Draft routine correspondence, meeting minutes, management reports for the Director or designee and department staff
• Maintain the confidentiality of all business documents and correspondence per UMass Chan/ForHealth Consulting policies and HIPAA regulations
• Develop and maintain time schedules for program staff, project events and office activities
• Perform other related program duties as assigned.

REQUIRED QUALIFICATIONS:

• Bachelor's Level Degree or equivalent in Business Administration or related field
• 3 years of office experience with progressive responsibility
• Demonstrated project coordination skills, demonstrated experience in setting priorities, delegation of duties, and independent decision-making
• Proven experience in managing budgets, maintaining record systems, and administering management practices
• Ability to work in a team and meet performance deadlines in a dynamic environment.
• Possess the organizational, verbal, written and interpersonal skills necessary to interact effectively with all levels of personnel
• Proficient in Microsoft Office products
• Demonstrated ability to work appropriately with confidential information.