Project Coordinator

Details

Posted: 11-May-23

Location: Portland, Oregon

Type: Full-time

Salary: Open

Categories:

Staff/Administrative

Internal Number: 19433

Department Overview

Generous Benefits Package

• Comprehensive health care plans. Covered 100% for full-time employees and 88% for dependents.
• $25K of term life insurance provided at no cost to the employee
• Two separate above market pension plans to choose from
• Vacation- up to 200 hours per year depending on length of service, prorated for part-time
• Sick Leave- 96 hours per year, prorated for part-time
• 8 paid holidays per year
• Substantial Tri-met and C-Tran discounts
• Tuition Reimbursement
• Innovative Employee Assistance Program (EAP)
• ...and more

The Center for Evidence-based Policy (Center) is a national leader in evidence-based decision-making and policy design. The Center works with state policymakers in more than 25 states to use high-quality evidence to guide decisions, maximize resources, and improve health outcomes. The Center is objective and non-partisan, working in states across the country to support evidence-based decision-making. The Center does not lobby, and does not accept funding from industry, advocates, or trade associations. Though embedded within OHSU, the Center is entirely self-supporting. The Center staff members work closely with state and federal policymakers to research existing policies, programs, and develop policy options. The Center actively seeks staff partners who share its commitment to evidence, integrity, innovation, tangible results, and products that are independent, high-quality, evidence-based, and effective in meeting the needs of decision makers. The Center actively recruits and retains the highest quality personnel who are committed and passionate about achieving its mission. The Center strives to be a healthy and thriving work environment where everyone, from any background, can do their best work. We are committed to an inclusive workplace that celebrates and values diversity of age, race, ethnicity, gender identity, sexual orientation, physical and mental ability, and perspective. We are dedicated to continuous improvement that enables inclusive collaboration among staff with diverse skills and perspectives with the goal of enhancing quality and accessibility of our work for our clients. The Center promotes leadership that inspires innovation, motivates people to perform at their highest levels, and makes the Center a great place to work. The Center strives to be a healthy and thriving work environment where everyone, from any background, can do their best work. We are committed to an inclusive workplace that celebrates and values diversity of age, race, ethnicity, gender identity, sexual orientation, physical and mental ability, and perspective. We are dedicated to continuous improvement that enables inclusive collaboration among staff with diverse skills and perspectives with the goal of enhancing quality and accessibility of our work for our clients.

This position will be responsible for project coordination for multiple Center projects. Incumbent will demonstrate excellent project planning and implementation skills, and strong organizational and communications abilities. The incumbent must display the highest level of professionalism in all activities and communications in person, over the phone and in written form.

The Center's Project Management Team consists of project managers and project coordinators who are responsible for developing, implementing and monitoring the Center's many projects using widely accepted project management tools and techniques.

Function/Duties of Position

Project Coordination & Management:

• Review project assignments and determine scope and diversity of involvement, training and resources needed, necessary contacts and required activities.
• Identify resources and administrative steps needed for project completion. Develop charters, scopes of work and project plans in consultation with project managers and other stakeholders. Gain approval for charters, scopes of work and project plans. Initiate projects and coordinate steps to ensure participation of staff and stakeholders.
• Implement multiple aspects of projects as determined in the project plan. This may include developing client materials, organizing project meetings, collecting information, communicating with project team members and clients, etc.
• Monitor project status to ensure progress toward completion and communicate project progress. Identify potential difficulties and determine how to avoid possible risks. Modify project plans and coordinate changes with participants as necessary as unforeseen changes or unexpected developments occur. Document changes to project plans.
• Populate and maintain overall project management tools related to assigned projects and resources. Handle project file management systems and project close out according to CEbP practices.
• In conjunction with project managers, communicate with resources regarding project plans, timelines and deliverables.

Communication/Customer Service/Marketing Activities:

• Communicate with internal staff and external clients regarding projects, contracts, scopes of work, work breakdown structures, project status, etc.
• Coordinate project meetings. Represent the Center in project meetings as needed. Seek cooperation and input into projects. Help to build consensus among project participants. Document and distribute content of project meetings (agendas, minutes, timelines, changes to project plans).
• Maintain secure project documents, and web tools.
• Draft, edit, proofread and distribute communication materials for all projects as required.
• Develop and maintain positive relationships with vendors.
• Collaborate with other Center staff to maintain records, inventory of supplies, equipment and materials. Order supplies for Center and its projects.
• Receive and distribute mail, order office supplies, and schedule meeting spaces.
• Coordinate tasks with office manager and complete tasks upon request.
• Provide administrative support to the Leadership team.
• Plan, coordinate, organize and prepare schedules, meetings, weekly newsletters, correspondence, travel, seminars and conferences materials for Center projects.

Required Qualifications

• Four years of experience as an executive assistant, administrative analyst, researcher or administrative officer which included administrative duties, provision of technical assistance or operations review. Two of the required years must have included administration or oversight of an on-going project or program.
• A Bachelor's degree in Business Administration, Management, Public Administration or a closely related field may be substituted for up to two years of the required experience.
• Extensive & Efficient Computer Applications/Software Skills, including:MS Word, Publisher, PowerPoint, Excel, Access, Outlook, Visio, Adobe Acrobat, GoTo, WebEx, and Survey Monkey. Create simple databases and maintain existing ones.
• Ability to create flow charts and algorithms.
• Proficiency in electronic records cataloging and filing systems.
• Must be able to perform the essential functions of the position with or without accommodation.

Preferred Qualifications

• Knowledge and experience in project management.
• Ideally have experience with state and government work.
• Experience developing project plans and monitoring and reporting on project progress.
• Experience troubleshooting complex technical and logistical issues in large projects and client meetings.
• Extensive experience in event/meeting planning and management including working with diverse constituencies (national and international speakers, high level political figures, revenue clients, collaborating organizations, consultants and subcontracting agencies).
• Experience negotiating with vendors.
• Dependability and ability to function as part of a team as well as independently.
• Strong organizational skills.
• Excellent communication and inter-personal skills.
• Ability to manage and prioritize multiple tasks.
• Excellent writing, editing and word processing experience.

All are welcome
Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status. Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation contact the Affirmative Action and Equal Opportunity Department at 503-494-5148 or aaeo@ohsu.edu. As an organization devoted to the health and well-being of people in Oregon and beyond, OHSU requires its employees to be fully vaccinated against COVID-19.