Project Coordinator

The Project Coordinator supports Care Management operations by coordinating projects, managing communications, maintaining stakeholder relationships, and overseeing project tracking and reporting. Serving as a liaison between internal teams, external partners, foundations, and, when appropriate, donors and sponsors in collaboration with the OHSU Foundation, this role helps ensure initiatives are completed efficiently and resources are managed effectively. Responsibilities include maintaining project documentation, identifying process improvements and risks, monitoring project progress, developing tracking systems, and supporting employee onboarding, orientation, and access management. The position operates under the supervision of the Case Management Supervisor and Division Director, with dotted-line reporting relationships to the Case Management Social Work and Nurse Managers.

Project Coordination:

• Creating, maintaining, communicating, and distributing processes, procedures, and guidelines
• Coordinate with internal and external stakeholders to obtain insight and feedback on ongoing projects, initiatives, and patient assistance.
  • This includes hotels, insurance, foundation, leaders, and other OHSU departments/disciplines.
• Plan and coordinate meetings, including the drafting of agendas, taking minutes, and any additional meeting materials
• Track meeting minutes, actions items, decisions, follow-up items, etc., in a centralized location
• Draft, edit, proofread and distribute communication materials for all projects as required. 

Relationship Development: 

• Meet with stakeholders to ensure tracking is up to date, the processes are still current, and funds are not being abused 
•  Act as a liaison between internal team members and foundational committee to ensure action items are completed in an appropriate time frame
• Represent OHSU in meetings with vendors interested in partnerships with the department and organization related to patient assistance or other
• Participate in pieces of training necessary to improve and expand program offerings

Project Management: 

• Obtain and assess projects related to Care Management programs/processes and identify pieces needing completion.
• Identify potential gaps in the processes or gaps to not completing/creating the process 
• Identify potential difficulties and determine how to avoid possible risks. Modify project plans and coordinate changes with participants as necessary as unforeseen
• Assists with project management tool evaluation, development, and refinement.
• Identify resources and administrative steps needed for project completion 
• Initiate project and coordinate steps to ensure the participation of appropriate interested individuals and groups.
  • This includes coordinating the draft, editing, and distributing various project documentation. 

Project Monitoring:

• Create, maintain and distribute data reports related to project progress
• Monitor project status to ensure progress towards completion and required procedural steps are completed fully and timely. 
• Follow-up with project team members to keep project activities on track
• Plan and prepare tracking systems for various resources used in a multidisciplinary team of over 200 (team) Care Management members.
  • Related to charitable funds/foundation/patient assistance resources/Care Management resources/Etc.
• Tracking or reporting as assigned
• Performing other tasks as assigned 

Human Resources & Orientation 

• Develop onboarding materials and policies for each profession in the department. 
• Deliver information to new employees related to OHSU and the Division of Care Management
• Onboarding new employees with the operational systems of OHSU
• Request appropriate access for each new hire, intern, temp, traveler, or student 
• Coordinate leadership requests for hiring new employees
• Set up access for all new employees, including CARs, Epic, online websites, and pager/phone
• Performs other tasks as assigned 

• 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. 
• Note: there is no substitution for the two years of administrative experience.

Job Related Knowledge, Skills and Abilities (Competencies):

• Medical terminology 
• Advanced skills with Microsoft Excel
• Intermediate to advanced skills Microsoft Word
• Ability to work with a variety of diverse customers, sometimes in difficult situations.
• Ability to prioritize work demands and adjust work as priorities change.
• Demonstrated excellent communication and conflict-resolution skills. 
• Must be able to perform the essential functions of the position with or without accommodation

• Master’s degree
• Project Coordination Project Management Human Resource experience Administrative support Hospital experience 
• Oracle Experience
• MMIS system 
• Inpatient Epic Experience with Apple products, iPad and newer technology.
• Paging system Speaking with patients in person and on the phone
• Kronos Timekeeping Financial processes
• Excel spreadsheet creation and maintenance
• Program coordination
• Management of external customer relations
• Contract interpreting
• Manager reporting Process and protocol creation and maintenance
• Collaborative problem solving 

• This position requires staff to be able to commute onsite a minimum of 60% of the time or more. 
• Staff may be sitting at their desk up to 90% of the time 
• Requires prioritization. 
• Frequent interruptions in an environment of frequent change and fluctuations. 
• For inpatient units accepts accountability and responsibility. 
• Subject to computer work for several hours, as needed. 
• Able to utilize office equipment within work area.