Project Coordinator

The Project Coordinator is responsible for planning, coordinating, and overseeing healthcare projects from initiation through completion. This role ensures projects are delivered on time, within budget, and in compliance with healthcare regulations while improving patient care, operational efficiency, and organizational performance. The Project Coordinator collaborates with clinical, administrative, and technical teams to achieve strategic business objectives.

Project Planning and Coordination

· Coordinate and support healthcare projects from initiation through implementation and completion.

· Develop project plans, timelines, milestones, and deliverables in collaboration with project leaders and stakeholders.

· Monitor project progress and identify potential risks, barriers, or delays.

· Track project activities to ensure alignment with organizational goals, regulatory requirements, and strategic initiatives.

· Assist in developing and maintaining project documentation, including charters, schedules, status reports, and meeting minutes.

Stakeholder Management

· Serve as a liaison between clinical, operational, administrative, and executive stakeholders.

· Facilitate communication among project team members and leadership to ensure timely completion of project objectives.

· Coordinate meetings, workgroups, and stakeholder engagements, including agenda preparation and follow-up actions.

· Maintain positive working relationships with internal and external partners.

Data Analysis and Reporting

· Collect, monitor, and analyze project-related data to evaluate performance and outcomes.

· Prepare regular project status updates, dashboards, and reports for leadership and project sponsors.

· Track key performance indicators (KPIs), quality measures, budget utilization, and operational metrics.

· Identify trends and opportunities for process improvement through data analysis.

Operational Improvement

· Support process improvement initiatives designed to enhance patient care, operational efficiency, quality outcomes, and regulatory compliance.

· Assist with workflow assessments and development of standardized procedures and best practices.

· Participate in organizational initiatives focused on patient experience, quality, safety, and performance improvement.

· Collaborate with clinical and administrative teams to implement new programs, services, and technologies.

Regulatory and Compliance Support

· Ensure project activities comply with applicable healthcare regulations, accreditation standards, and organizational policies.

· Assist with audits, readiness assessments, and documentation required for regulatory reviews.

· Maintain confidentiality of patient, employee, and organizational information in accordance with HIPAA and applicable regulations.

Financial and Resource Management

· Assist with project budget tracking, resource allocation, and expense monitoring.

· Support vendor coordination, contract administration, and procurement activities as assigned.

· Monitor project expenditures and assist leadership with budget variance reporting.

Administrative Responsibilities

· Maintain organized project files, records, and documentation.

· Coordinate project schedules, meeting logistics, and communication plans.

· Develop training materials, presentations, and implementation tools to support project rollouts.

· Provide administrative support to project managers, directors, and leadership teams as needed.

Professional Expectations

· Demonstrate strong organizational, communication, and problem-solving skills.

· Work independently while managing multiple projects and competing priorities.

· Maintain knowledge of healthcare industry trends, project management methodologies, and regulatory requirements.

· Participate in professional development and continuing education opportunities.

Performance Expectations

· Deliver projects on time and within scope.

· Maintain accurate and timely project documentation and reporting.

· Foster effective collaboration among multidisciplinary teams.

· Support measurable improvements in operational performance, quality outcomes, patient experience, and organizational goals.

· Demonstrate accountability, adaptability, and commitment to continuous improvement.

Reports To: COO but will work with all executive leaders

• Bachelor's degree in Healthcare Administration, Business Administration, Nursing, Information Technology, Public Health, or a related field.
• 2-5 years of project coordinator experience, preferably in healthcare.
• Experience in clinical, operational, or compliance-related projects.
• Strong understanding of healthcare workflows and regulatory requirements.
• Proficiency in Microsoft Project, Smartsheet, Jira, Asana, or similar project management tools.
• Excellent leadership, communication, and organizational skills.
• Strong analytical and problem-solving abilities.
• Project Management Professional (PMP) certification.

Preferred Qualifications

• Certified Associate in Project Management (CAPM), Agile, Scrum Master, or Lean Six Sigma certification.
• Experience with Allscripts, Phreesia, Cerner, Meditech, or other EHR systems.
• Experience with healthcare quality improvement methodologies.