PROGRAM OPERATIONS COORDINATOR

Program Operations Coordinator

Do you enjoy working on projects and initiatives that involve collaborating with people from different teams? Are you detailed-oriented, and motivated by managing multiple responsibilities? Do you enjoy analyzing information, identifying trends, and finding solutions to improve business processes? Are you passionate about sharing knowledge, supporting others, and helping employees succeed through training? The Bureau of Operations is seeking a Program Operations Coordinator to join our team!

The candidate selected for this position will report to the Operations & Management Consultant Manager in the Division of Medical Quality Assurance's Licensure Support Services Unit. You will assist with technology and operational projects, process improvement initiatives, workforce coordination and administrative support. Responsibilities include assisting with monitoring performance metrics, preparing reports, coordinating training activities, and maintaining operational procedures. Be able to help manage research and provide data analysis for operational initiatives. This position will also serve as the backup trainer for the unit, providing instructional support when the unit training is unavailable. The ideal candidate will be organized, adaptable and capable of managing diverse responsibilities while supporting operational efficiency and continuous improvement.

You're a perfect fit if:

• You demonstrate the ability to work across team and section boundaries, build collaborative relationships, and produce positive outcomes.
• You possess strong organizational and communication skills, with the ability to manage competing priorities, maintain accurate records, and identify opportunities for process improvement.
• You possess the ability to work independently, coordinate administrative activities, manage competing priorities, and seek solutions.
• You are comfortable managing diverse responsibilities ranging from operational research and administrative coordination to staff training.

Your specific responsibilities include:

• Compile and assess information from a variety of sources to present options, conclusions, and recommendations.
• Compile, analyze, and prepare performance metrics, productivity reports, and operational data to identify trends and opportunities for improvement and support management review.
• Assist with developing and delivering new-hire and ongoing training for staff within the unit and across MQA as assigned.
• Serve as the unit's backup trainer, facilitating training activities and providing instructional support in the absence of the primary trainer.
• Coordinate and maintain training plans, training records, and professional development activities for employees.
• Coordinate, review and maintain escalation protocols, standard operating procedures, and operational guidance.
• Assist with routine administrative activities, including tracking required documentation, training completion, and other operational requirements.
• Monitor workflow processes, identify operational challenges, and recommend improvements to increase efficiency and effectiveness.
• Create templates, job aids, reports, spreadsheets, and other documents to support operational and administrative functions.
• Schedule meetings, prepare meeting materials, distribute information, and track action items through completion.
• Serve as a liaison between other departments and the unit, assisting with communication, coordination, scheduling, and training.
• Research and analyze operational issues, regulatory information, and performance data to develop recommendations for management.
• Organize information, research requested topics or issues, maintain electronic document libraries.
• Work special assignments on short deadlines with accuracy and quality outputs.

Required Knowledge, Skills, and Abilities:

• Ability to use Microsoft Office programs to create documents and support information; preferred is a level of Excel knowledge that includes using formulas and functions, as well as proficiency with PowerPoint.
• Ability to communicate verbally and in writing with a high degree of competency, accuracy, and precision.
• Ability to organize data for presentation in reports, documents, and other written materials.
• Ability to analyze and interpret regulatory information, performance metrics, and other data for management review and use.
• Ability to coordinate schedules, maintain accurate records, and track administrative and operational activities.
• Ability to develop instructional materials, present information, and facilitate employee training.
• Ability to organize and prioritize assignments, work independently, and manage multiple responsibilities.

Minimal Qualifications:

• Minimum of two years of professional experience in administrative operations, program support, business operations or a related field.
• Minimum of two years delivering employee training, providing instructional support, or developing training materials.

This is a full-time, in-office role with no provision for remote work.