Project Coordinator

The project coordinator works as part of CAI’s National Technical Assistance Program (NTAP) for Clinical and Preventive Excellence team, which helps health centers nationwide strengthen primary care access, improve clinical quality, expand preventive services, and achieve better health outcomes for patients. This requires someone with strong organizational and communication skills.

MAJOR TASKS AND RESPONSIBILITIES (include, but are not limited to):

Training, Technical Assistance, Meeting, and Event Coordination and Support

Provide coordination and support to project teams in planning and delivery of in-person and web-based training and technical assistance (TTA), meetings and events (e.g. virtual – instructor led training (V-ILT), face-to-face classroom training, webinars, learning collaboratives, presentations, and conference exhibits). This involves intensive training in Zoom producing and utilizing Learning Stream, our training management system, among other software. Tasks include the following:

General Responsibilities

• Schedule in-person and virtual trainings, TA, and meetings.
• Implement processes for facilitating registration and cancellations of participants using online registration system(s) and responding to, and trouble-shooting, participant registration and cancellation questions.
• In coordination with Clinical Division staff, prepare and manage continuing education applications and training attendee credit requests.
• Prepare training materials using JobMaster and/or by facilitating printing and forwarding to participants via email or US postal service.
• Make travel arrangements for training staff and/or participants as required.

Virtual Instructor Led Training (V-ILT) Producer

Using Zoom and/or other virtual learning platforms, the producer, works as part of the training team, in concert with trainers, to cover all the technical elements of the training to make the V-ILT session run smoothly allowing the facilitator to deliver the session objectives and guide the learners through the session content. Tasks may include:

• Schedule and facilitate training team practice runs and training debriefs.
• Load, before the event, and run polling during the event.
• Guiding participants through an introduction to use of technology.
• Onboard participants and presenters/trainers (e.g., audio checks, on-boarding late participants) during the event.
• Troubleshoot and address participant and trainer technical issues during the event (e.g., muting microphones to mitigate background noise) as they arise.
• Create and run break-out sessions during the event.
• Share links to tasks and documents during the event.
• Download and file/post/disseminate chats, polls, archived products, and recordings of virtual trainings, meetings, events as identified.
• Record and facilitate editing of training events for dissemination.

In-person Trainings and Meetings

• Identify and secure in-person meeting venues, negotiating on space and price.
• Coordinate travel arrangements and reimbursements for in-person convenings.
• Ensure set-up of meeting space is implemented according to lead trainer instructions.
• Work with IT to ensure all AV equipment (e.g., laptop, microphones, screens) are available for day of training.
• Order food and refreshments, as allowed, and
• On day of training support trainer in ensuring all equipment, room set-up, and materials are set-up and provide support to participants and training team throughout (e.g., registration table, printing materials, working with venue staff)

Evaluation Support

• Work with research and evaluation staff to meet funder specifications for reporting and foster continuous quality improvement.
• Upload, gather, and disseminate to project team, data from different sources to help inform progress in achievement of project deliverables. This involves conducting data entry and uploading participant registration and TTA evaluations in project management database (i.e. Quickbase) and downloading reports from participant registration systems, TTA evaluation results, communications analytics (Formstack), GetResponse, website, and social media, and among other sources.

Communications Support

• Work closely with communications staff on the development and design for project communications activities.
• Coordinate project communication activities, including:
• Updating project website.
• Drafting and sending out email announcements using GetResponse.
• Using social media to promote project activities.
• Support efforts to package materials (e.g., iStock images)
• Exhibits at national and regional conferences.

Project Management Support

• Assist project director, as identified, with fostering communication with funder and partner organizations, including with the development of funder reports.
• Manage the process for hiring of consultants, ensuring that completed paperwork is provided to finance and human resources staff.
• Facilitate communication among and schedule meetings of project staff via teams or Zoom or in-persons.
• Keep accurate and organized records of meeting minutes and project activities using QuickBase and Sharepoint.
• Work with project director, project staff, and finance department to organize and manage project expenses using Intacct, including reconciling expenses on a monthly basis.
• Order supplies.
• With support from IT troubleshoot and address IT challenges among project team.
• Travel for project-related events, meetings, and trainings as needed.
• Manage internal SharePoint site to share and update materials with project staff.
• Keep up-to-date and current via research and personal learning on topics relevant to the project and for the technology needed for the project.
• Perform other duties as assigned.

MINIMUM EDUCATION, EXPERIENCE AND OTHER SKILLS REQUIRED:

• Related work experience.
• Previous office administrative experience.
• Ability to handle multiple competing priorities at once.
• Strong written and verbal communication skills.
• Attention to detail.
• Provide service excellence to internal and external clients.

PREFERRED:

• Bachelor’s degree preferred.
• Experience with Microsoft Office, Zoom (or other virtual meeting software), QuickBase (or other project management software), and Learning Stream (or other training management systems).
• Ability to deal with situations and issues proactively, following up to ensure high quality products, and working collaboratively with others to achieve organizational goals.

PHYSICAL DEMANDS:

These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the Project Coordinator’s job. Reasonable accommodation can be made to enable people with disabilities to perform the described essential functions of the Project Coordinator’s job.

While performing the Project Coordinator’s responsibilities, the employee is required to talk and hear. The employee is often required to sit and work at a desk for prolonged periods of time and use their hands and fingers to handle or feel. The employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and stoop, kneel, crouch, or crawl. Must be able to lift up to 15 pounds at times. Vision abilities required by this job include close vision.

This job description is intended to convey information essential to understanding the scope of the Project Coordinator’s position and it is not intended to be an exhaustive list of skills, efforts, duties, responsibilities or working conditions associated with the position. Duties, responsibilities, and activities may change at any time with or without notice.

CAI offers the following benefits:

• Medical, dental, and vision insurance
• Employee Assistance Program
• Flexible Spending Account
• Dependent Care Account
• Transit Reimbursement Account
• Life insurance - company sponsored up to $50,000
• Short- and long-term disability insurance
• Retirement plan after 3 months of employment
• Semi-monthly payroll (the 15th and last day of each month)
• Flexible and hybrid work schedules
• Ability to work fully remotely up to 3 weeks each calendar year
• Annual vacation and leave benefits:
  • 11 holidays
  • 2 floating holidays
  • 12 sick days
  • 10 vacation days per year for this role, increasing after 4 years of service
  • 1 cancer screening day
  • Bereavement leave
  • Jury duty leave