Project Coordinator

Job Description

Job Description

The Maine Medical Association, Center for Quality Improvement (MMA-CQI) project coordinator is a detail-oriented and organized individual who takes initiative to handle a wide range of duties, including supporting projects that have multiple large and/or complex workplans to ensure effective implementation of project deliverables. The project coordinator organizes, coordinates, and monitors task execution and progress associated with project deliverables across multiple functional areas. This position works closely with the Director and project managers to ensure that project objectives and tasks are completed in scope.

Physical Demands: Ability to write, operate a computer, printer, fax machine, photocopier, and use telephone communication devices. Must be able to transport him/herself to external meetings and events. Must be able to travel for multi-day conferences and work after regular business hours, which may include weekends. Must have a valid Maine Driver’s License and reliable transportation. Must be able to lift up to 20 lbs.

Work Environment: We are a remote-first organization with a hub in Manchester, Maine. However, responsibilities may require running errands, traveling to meetings, conferences, and training, etc., which requires an individual to be in various public places.

Benefits: Health Insurance, Dental Insurance, PTO, Flex Benefit Plan, Retirement Plan, Group Long Term Disability, Group Life Insurance.

MMA-CQI is an equal opportunity employer. All qualified applicants shall receive consideration for employment without regard to race, color, religious creed, sex, national origin, ancestry, age, physical or mental disability, or sexual orientation.

$21.63 - $24.04 hourly

• Responsible for providing operational support for the External Peer Review and Office-Based Quality Improvement programs under the oversight of the Committee on Physician Quality. These programs work closely with hospitals and clinical practices to match peer reviewers within the specialty in a manner that promotes education, improvement, and patient safety. This position collaborates with the Chair of the Committee on Physician Quality and the Director of MMA-CQI.

• Responsible for meeting scheduling and coordination, including identifying participant availability, room availability, and ensuring that appropriate materials and meals are available, as needed.

• Format and draft agendas for meetings with input from the Director or PM, as needed. Attend meetings, as needed, and take notes. Ensure timely distribution of meeting materials (agendas, notes, action/decision logs) based on project requirements.

• Contact and follow up with external stakeholders, as needed, to secure materials and content for projects and meetings in a timely manner.

• Ensure timely setup and technical functioning for remote meetings and events (e.g., webinars, ECHOs, and virtual meetings).

• Coordinate complex events and manage internal and external resources to ensure effective event execution.

• Responsible for delivering specific workplan tasks with direction from the Director or project managers (PM). Manage detailed project activities, execute project-level tasks, and track progress of activities/tasks.

• Create first drafts of presentations, materials, newsletter content, and web page content with guidance and approval from the Director or PM to upload/publish.

• Prepare high-level reports, as needed, for the Director or PM for project process updates and closeout.

• Provide training and mentoring to others, as needed, based on expertise and experience to assist in professional growth to ensure organizational success.

• Bachelor’s degree preferred. Minimum of three years of experience with complex project coordination, preferably in a healthcare setting.

• Knowledge of project management tools and terminology.

• Proficiency with MS Office, including Outlook, and database applications; experience with Adobe, Canva, SurveyMonkey, and Zoom.

• High degree of professionalism and diplomacy to manage relationships with internal and external stakeholders.

• Excellent written and oral communication skills, including professional interactions with all internal and external stakeholders.

• Attention to detail and ability to prioritize to ensure timely completion of work and meet project deadlines.

• Ability to work effectively across multiple projects, work teams, and with stakeholders to achieve results and meet deadlines.

• Demonstrated experience planning and organizing large meetings and events, including event registration and working with presenters.

• Ability to think creatively, solve problems, take initiative, use good judgment, and make sound decisions.

The Maine Medical Association, with its roots dating back to the early 1800s, is dedicated to supporting physicians and multi-disciplinary health care teams, promoting public health, and advocating for patients in Maine. Through policy, advocacy, education, and support, the MMA is the leading voice of more than 4,300 Maine physicians.