Project Coordinator - NEAETC

POSITION SUMMARY: 

The New England AIDS Education and Training Center (NEAETC), hosted by UMass Chan Medical School since 1988, is part of the AIDS Education and Training Center Program funded by the Ryan White HIV/AIDS Program of the Health Resources and Services Administration. NEAETC provides education and clinical training for providers to diagnose, counsel and care for individuals living with HIV/AIDS, as well as to promote HIV prevention.

Under the direction of the project director or designee, the Project Coordinator provides administrative support to the Massachusetts sites. This position coordinates all program paperwork and speaker agreements, takes minutes and identifies next steps and needed follow-up, tracks expenses and generates invoice and payment requests, and ensures all required documentation is collected appropriately. This role oversees continuing education for events. The Project Coordinator is responsible for a significant portion of in-person conference planning, including venue coordination and all program logistics. This position works with a great deal of independence and a philosophy of continuous quality improvement and innovation.

ESSENTIAL FUNCTIONS:

• Lead projects of various size, in collaboration with the Director or designee
• Ensure that new project development is timely, successful, and meets expectations
• Convene and direct project teams to effectively address project requirements according to objectives, schedule and budget
• Participate in new project development and the implementation of project related activities for the grant and department
• Document and maintain current project development reports, meeting minutes, decisions, progress reports, schedules, budgets, cost tracking reports, invoicing, contracts with external parties and other pertinent records
• Implement and manage tasks in accordance with departmental and grant objectives
• Assist senior staff with project specific activities in a timely and efficient manner, develop project plans compile, enter and analyze data, produce project reports, and maintain project plans
• Prepare multi-media presentations and reports utilizing a variety of software applications
• Design and coordinate all marketing, promotional and educational materials for conferences. events, and reports utilizing a variety of graphic design applications.
• Initiate and maintain contact with key personnel including staff, department heads and external parties
• Manages all logistics for in-person conferences including venue and vendor coordination, attendee registration and follow-up; shifts as needed to virtual sessions
• Continuing education credit management and certificate dissemination to all participants within 30 days of program.
• Prepare CME and CEU document scans for submission to UMass CME Office and other CE efforts as needed.
• Participates as a member of project teams
• Update the Director or designee on project details and changes in a timely manner
• Recommend alternative courses of action and implement changes when necessary
• Perform other duties as required

REQUIRED QUALIFICATIONS:

• Bachelor’s degree in Business Administration, a related field, or equivalent experience
• 2 years of experience coordinating, planning and executing educational programs and/or conferences.
• Demonstrates excellent analytical, organizational, and time management skills. Utilizes independent judgment.
• Strong interpersonal skills required to interact with all organizational levels; demonstrated ability to work appropriately with confidential information
• Demonstrate the ability to assess priorities and operate in a flexible manner
• Ability to work in a team and meet performance deadlines in a dynamic environment
• Excellent oral and written communication skills
• Demonstrated ability to use computer-based tools including electronic mail, word processing, spreadsheet, database products, graphic design and Microsoft Office products.
• Ability to work independently, manage complex projects
• Ability to handle multiple tasks and projects.