Project Coordinator / MSHN Project Coordinator - Oregon Health & Science University

Function/Duties of Position:

The Hemostasis and Thrombosis Center is the regional core center for the Mountain States Hemostasis Network (MSHN) region, which consists of eleven HTCs across ten states. The MSHN Project Coordinator is responsible for coordinating, executing, and monitoring administrative tasks for projects that support the mission to provide state-of-the-art, culturally sensitive, family centered care to individuals and families with bleeding and clotting disorders at all 11 Regional Hemophilia Treatment Centers (HTCs). This position facilitates scheduling to assure timelines for MSHN Region grant deliverables are met and works under direction of the Principal Investigator/ Regional Director and MSHN Regional Administrator.

 

The ideal candidate will be a highly organized professional with excellent interpersonal skills. The candidate will be able to problem solve both independently and through consensus building.

 

Project Coordination

• Coordinate scheduling of regional site visits for Regional Director, Regional Medical Director, Regional Administrator, and Subrecipient HTC, including flights and lodging when applicable
• Coordinate technical assistance meeting times as requested
• Coordinate regional workgroup and community of practice scheduling as requested
• Facilitate cross-organization scheduling for routine and ad hoc technical assistance meetings, both in person and virtual
• Coordinate and track grant deliverable schedules with regional HTCs, including report due dates and reminders, and provides updates to regional leadership
• Facilitate charge reconciliation and reimbursement for MSHN regional team and external Subrecipient HTC stakeholders when appropriate
• Record and disseminate meeting minutes for MSHN Regional Executive Committee, MSHN QI, and other workgroup meetings as assigned
• In collaboration with MSHN Regional Administrator, execute MSHN Quality Improvement workgroup tasks
• Monitor shared inbox and maintain regional distribution lists

MSHN Education Webinars and Meeting Organization

• Create, maintain, and follow standard vendor proposal review, including but not limited to venue, catering, AV, lodging, and continuing education
• Facilitate vendor proposal discussion and gain consensus with regional team for selection
• Support guest speakers and lecturers, including facilitation of speaker fee when applicable
• Coordinate vendor contracts through internal OHSU systems
• Develop in-person and virtual training events in consultation with Regional Director and Administrator and facilitate discussion to define conference goals, scope, and deliverable assignments
• Develop, update, and maintain timeline for all conference and educational meeting plans
• Track progress and planning milestones with regional leadership
• Facilitate continuing education credits for conferences with third party vendors and collect required documentation from speakers in accordance with vendor and meeting timelines
• Monitor expenses and maintain auditable tracking mechanisms
• Create post-event summary and facilitate written and verbal review; to include financial accounting by number of attendees, travel cost by organization, venue cost, F&B cost, and narrative with additional notes
• Coordinate and manage vendor expectations through all steps of planning through event close out
• Manage MSHN Educational Webinar Series to ensure HTCs meet requirement for annual education webinar facilitation, communicate with and schedule webinar in partnership with facilitating HTC
• Set up webinar sessions and disseminate invitations to regional personnel

Project Monitoring

• Schedule and monitor deadlines for regional leadership to deliver post-site visit summary
• Create and maintain calendar of grant deliverable due dates
• Run weekly stand-up meetings with regional team to maintain project timeline accountability and visibility for upcoming priorities
• Schedule, maintain, and monitor timelines for review of regional education documents, regional policy and procedures and engage responsible stakeholders to initiate review
• Maintain schedule of grant deadlines for federal progress reporting and ensure all meetings are in alignment with project timelines
• Monitors MSHN Work Plan timeline progress and communicates status with Regional Director and Regional Administrator
• Maintain and monitor financial and budget details, including due dates and reminders

Marketing

• Maintain MSHNetwork.org; to include but not limited to publishing education document templates, publishing recorded webinars, maintaining calendar of events, and user maintenance

Required Qualifications:

• 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.
• 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.
• Note: there is no substitution for the two years of administrative experience.
• Exceptional organization and attention to detail
• Exceptional interpersonal and written/ oral communication skills

Preferred Qualifications:

• Experience leading cross-functional projects in a healthcare setting
• Experience planning educational events in an academic medical center setting
• Experience working with the bleeding disorder community
• Knowledge of and experience implementing project management tools
• Knowledge of federal grant structures
• Demonstrated ability to build consensus and awareness across teams while working independently

Additional Details:

***Upload cover letter and resume.  Please be sure to include months and years (MM/YYYY format) to the resume for jobs/experience.

All are welcome:Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status. Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation contact the Affirmative Action and Equal Opportunity Department at 503-494-5148 or aaeo@ohsu.edu.