Administrative Program Coordinator

Administrative Program Coordinator

The Department of Surgery and Perioperative Care is seeking an Administrative Program Coordinator.

The Administrative Program Coordinator provides administrative, operational, communications and coordination support for one or more programs within a designated department of the healthcare system. Reporting to a program or departmental leader, this role supports day-to-day operations by coordinating activities, managing documentation and reporting, developing and supporting program communications, and supporting leadership and stakeholder engagement. The Administrative Program Coordinator serves as a point of contact for program-related communication, helps align schedules, deliverables, and workflows, and supports execution of program activities across multiple workstreams. This position contributes to program continuity and operational efficiency by maintaining organized records, monitoring timelines, and supporting compliance with institutional policies, procedures, and regulatory requirements.

Responsibilities

Program Coordination

Coordinates program activities to support effective execution of program goals and initiatives.

Maintains and integrates program calendars, timelines, milestones, and deliverables across assigned workstreams to support program activities.

Prepares, compiles, and distributes program materials including agendas, reports, presentations, and correspondence and stakeholder communications

Serves as an administrative liaison between program leadership, departmental partners, and external stakeholders.

Tracks action items and escalates coordination issues, risks, or delays requiring additional review or resolution.

Administrative Support

Provides administrative support to program or departmental leadership as assigned.

Manages calendars, schedules meetings, and coordinates logistics for participants.

Drafts, edits, and formats correspondence, briefing materials, department newsletters, and meeting documentation to support program and leadership activities.

Helps with processing expense reports, invoices, purchasing requests, and reimbursements in accordance with organizational policies.

Assists with maintaining accurate and organized records by following established processes and guidelines.

Project Coordination

Assists with planning and coordinating program-related projects and initiatives.

Develops and maintains project timelines, task lists, and tracking tools to support assigned project activities.

Coordinates with internal partners to support timely completion of assigned tasks.

Monitors project status and identifies risks, issues, or delays impacting timelines or deliverables.

Communicates project updates and issues to leadership to support timely decision-making.

Event Coordination Support

Supports the planning and coordination of meetings, trainings, workshops, and program related events, both virtual and in person.

Assists with managing event logistics including space reservations, technology needs, catering, and materials preparation.

Helps with creating agendas, tracking attendance, and preparing post event summaries or follow up documentation.

Coordinates participant communications before and after events.

Supports the execution of events to ensure alignment with established program objectives.

Compliance and Reporting Support

Supports compliance with departmental policies, institutional standards, and applicable regulations by following established procedures.

Collects, organizes, and maintains program data, metrics, and documentation.

Assists in preparing routine and ad hoc reports using established templates and guidelines.

Maintains accurate records to support audits, reviews, and quality improvement efforts.

Compiles and verifies information for reporting and compliance-related requests, escalating issues as needed.

Other duties as identified by department

Assists with special projects or short-term initiatives by gathering information, coordinating logistics, and tracking assigned tasks under direction.

Supports onboarding or training activities by preparing materials, scheduling sessions, and coordinating participation for new staff or stakeholders.

Provides temporary coverage for administrative or coordination functions during staff absences or peak workload periods by following established procedures.

Adheres to internal controls and reporting structure.

Performs related duties as required.

Knowledge/Skills/Abilities

Organizing

Plans, organizes, and prioritizes work to manage multiple tasks and meet deadlines effectively.

Establishes clear priorities and organizes tasks to balance administrative, coordination, and project responsibilities.

Maintains tracking systems for calendars, action items, deadlines, and deliverables.

Anticipates workload demands and adjusts plans to ensure timely completion of work.

Time Management

Uses time efficiently and effectively to handle competing responsibilities and commitments.

Schedules meetings, tasks, and deadlines realistically to support program operations.

Adjusts priorities quickly in response to changing program or leadership needs.

Proactively manages schedules and follow up activities to minimize delays.

Planning

Accurately scopes work, sets objectives, and develops practical plans to achieve program goals.

Develops timelines and work plans for projects, events, and recurring program activities.

Identifies dependencies and sequences tasks logically to avoid delays.

Supports leadership by preparing agendas, milestones, and forward looking schedules.

Written Communications

Writes clearly, concisely, and effectively to convey information and support professional communication.

Drafts correspondence, reports, agendas, and meeting summaries with clarity and accuracy.

Tailors written communication to the audience, purpose, and level of formality required.

Edits materials for grammar, tone, and consistency prior to distribution.

Attention to Detail

Ensures accuracy and completeness in documentation, reporting, and work products.

Reviews documents, data, and materials to identify errors or inconsistencies.

Maintains accurate, organized, and audit ready records.

Follows established procedures and internal controls to minimize errors.

Interpersonal Savvy

Relates well to people at all levels and builds effective working relationships.

Communicates professionally with clinical staff, administrators, and external stakeholders.

Navigates differing communication styles and priorities diplomatically.

Builds trust by maintaining confidentiality and following through on commitments.

Problem Solving

Identifies problems, analyzes information, and develops practical solutions.

Recognizes operational issues or workflow gaps and raises them appropriately.

Gathers relevant information before escalating issues to leadership.

Adjusts processes or approaches to address challenges impacting timelines or deliverables.

Education & Experience

Minimum Qualifications:

Requires a Bachelor's Degree in Business Administration, Healthcare Management, or a related field with at least 3 year(s) of experience.

• Relevant education and experience may be substituted as appropriate.

Preferred Qualifications:

Master's Degree in Business Administration, Healthcare Management, or a related field with at least 5 year(s) of experience, preferably in healthcare.

Licenses, Registrations or Certifications

• Required: None

• Preferred: Certified Administrative Professional (CAP), Project Management Professional (PMP)

Salary Range

$3,200+ monthly depending on qualifications (based on a 30hour work week)

Working Conditions

• Standard office equipment

• Repetitive use of a keyboard

• May be exposed to such occupational hazards as communicable diseases, blood borne pathogens, ionizing and non-ionizing radiation, hazardous medications and disoriented or combative patients, or others.

Required Materials

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

• Letter of interest