Project Coordinator

At NorthBay Health, this position is responsible for implementing small to medium projects with limited complexity as well as providing support to more senior level project managers for larger, complex projects. Collaborates with stakeholders to understand the requirements of the business units and their relationship to Corporate, Administrative, and Clinical departments. Oversees the project work of project team members to assure the timely and accurate completion of tasks to ensure project success. Maintains master project schedule to identify resource constraints and limitations. Effectively applies project management methodology and enforces best practice project standards.

Primary Job Duties

• Supports the Project Managers, by preparing for, scheduling and where necessary facilitating weekly, monthly, and ad hoc project meetings owned or led by other Project Managers
• Assists more senior level project managers in administrative tasks such as coordinating meetings, completing project documentation, and other duties as assigned.
• Supports internal-to-PMO functions and activities including, demand/capacity reports, regular PMO-department meetings, and department level executive briefing materials.
• Tracks team progress against tasks and goals and is responsible for reporting on achievement of team responsibilities. Delivers written project progress reports.
• Maintains master project tracker reports for current projects to support department reporting.
• Evaluates requests for Project Manager resources versus resource demand, with the use of a demand/capacity tool. Provides demand/capacity report to leadership each month to support resource allocation decision making.
• Supports the development of project business plans, feasibility analyses and Return on Investment (ROI) analyses.
• Leads department stakeholders and facilitates communication with team to design new projects.
• Works with project sponsor and stakeholders to identify and document project scope, goals, deliverables, required resources, risks, budget, and timing.
• Works with the project managers to complete project work plans to develop project tasks and estimation of effort required for each task.
• Creates and executes project plans; revises plans as appropriate to meet changing needs and requirements. Provides a clear communication plan to enhance coordination and collaboration.
• Tracks risks and issues, and solves problems throughout the project lifecycle.
• Assists with managing project scope by monitoring the project and ensuring changes to scope are documented and approved with project change request forms.
• Develops agendas, schedules and leads meetings with appropriate project stakeholders.
• Follows accepted guidance in the implementation of PMO standard tools, methodologies, and processes. Directs the preparation of project plans, project timelines and budgets. Tracks project team progress against tasks and goals and is responsible for reporting on achievement of team responsibilities. Delivers written project progress reports.
• Plans, recommends and participates in the development of communication and training plans to empower stakeholders in the effective application of project management tools and techniques.
• Coordinates amongst project stakeholders and project sponsors to generate weekly project status reports, that articulate succinct status on project scope, schedule, and financial targets.
• Escalates high priority issues as appropriate to project managers and AVP.
• Understands and supports the organizational and departmental strategic goals and objectives by focusing and prioritizing efforts on work that will meet these objectives.
• Responsible for running the weekly, bi-weekly and ad hoc PMO project meetings with project stakeholders and PMO senior leadership.
• Ensures the appropriate resources have been allocated to the appropriate project teams and creates a holistic view of the projects through cross functional teams.
• Ensures there are quality controls of deliverables including an identified approval process. Enables continuous process improvement.
• Proactively identifies and mitigates project-related risks.
• Ensures project issues are documented, prioritized and addressed to minimize the impact on the project milestones and completion date. Escalates issues appropriately.
• Leverages knowledge learned from previous project successes and failures.
• Works closely with many different departments including but not limited to, IT, Hospital and Ambulatory departments, RCM, and Finance departments to ensure accurate, shared outcomes.
• Researches new developments in hardware and software. Keeps abreast of latest developments and studies regarding effective procedures and methods.
• Collaborates with external vendors and organizational resources to improve procedural processes. Maintains professional contacts with vendors and peers in professional organizations
• Other duties as assigned.

Qualifications

• Education: Bachelor’s Degree preferred.
• Licensure: N/A
• Experience: Minimum 2 years preferred, 1 year of experience in healthcare industry and 2 years of experience supporting projects, or equivalent preferred.
• Skills: Project management and analytical skills required. Knowledge of project management best practices and project management tools (such as project plans, status reports, and gantt charts) required. Proficient with Microsoft suite of products, in particular MS PowerPoint and MS Excel required. Experience with MS project a plus.
• Interpersonal Skills: Demonstrates the True North values. The True North values are a set of value-based behaviors that are to be consistently demonstrated and role modeled by all employees that work at NorthBay Health. The True North values principles consist of Nurture/Care, Own It, Respect Relationships, Build Trust and Hardwire Excellence.

Leadership, strong verbal and written communication, conflict resolution, self-starter, works independently, organizes workload. Ability to effectively resolve complex issues simultaneously and escalate when appropriate

• Hours of Work: 40 hours/week, flexible hours, may require evening or weekends .
• Compensation: $51 to $62 per hour based on years of experience doing the duties of the role.

Interpersonal Skills and Values

Demonstrates NorthBay Health’s True North Values: Nurture Care, Own It, Respect Relationships, Build Trust, and Hardwire Excellence. These values guide behavior, accountability, teamwork, and commitment to high-quality patient care.

Why NorthBay Health

NorthBay Health is an independent, nonprofit health system serving the Napa, Solano, and Yolo County regions. We are expanding access to care across our communities through two acute-care hospitals, including a Level II Trauma Center and a Level III NICU maternity unit, along with a cancer center, urgent care locations, and a growing network of primary and specialty care clinics.

We provide advanced services in cardiovascular care, neuroscience, orthopedics, surgery, and outpatient specialties. NorthBay Health is nationally recognized for quality care, including Magnet with Distinction designation for nursing and multiple U.S. News and World Report high performing recognitions.

We are committed to being the trusted healthcare partner of choice and offer an environment where employees can grow, contribute meaningfully, and support the health of our communities.

NorthBay Health Benefits Options

NorthBay Health offers a comprehensive benefits package based on established eligibility requirements. Benefits may include medical, dental, and vision insurance, life, disability, and long-term care coverage, paid time off including vacation, sick leave, holidays, and bereavement, a 403(b) retirement plan with employer match, education reimbursement for eligible roles, professional development and training programs, Employee Assistance Program, wellness programs, recognition programs, shift differentials, and market-based compensation review and increases subject to approval and organizational performance.

Compensation Structure

NorthBay Health uses a structured compensation framework. Staff-level positions use a step-based system (Steps 1–5) based on years of directly related experience, with Step 5 representing 20 or more years of experience in the role. Manager level and above positions are paid a fixed annual base salary and are eligible for a variable incentive compensation plan. Physician compensation is structured based on specialty and role requirements.

Remote Work Disclosure

NorthBay Health is primarily an onsite organization due to the nature of healthcare. Some roles may allow hybrid or remote work based on business needs.

Remote work is not supported in Washington, Ohio, Wyoming, North Dakota, Puerto Rico, the U.S. Virgin Islands, or outside of the United States.

Notice to Recruitment Agencies

NorthBay Health utilizes a managed service provider (MSP) for agency partnerships and is not currently engaging external recruiting firms outside of established agreements. We do not accept unsolicited resumes or third-party candidate submissions. Please do not contact NorthBay Health employees, leaders, physicians, or hiring managers regarding recruitment or job postings.

More Information

Visit NorthBay Health Careers for recruitment FAQs and additional information.