Project Coordinator

Department of Medicine | 3-Month Contract | On-Site
Pay rate: $29 per hour
Schedule: Monday–Friday, 8:00 a.m.–5:00 p.m.

Position Summary

The Project Coordinator II supports faculty recruitment, appointments and promotions, onboarding, and related data processes while coordinating high-priority projects for the Department of Medicine. Working with department leaders and cross-functional teams, this role helps move complex projects from planning through implementation, improves administrative processes, and prepares clear updates and analysis for decision-makers.

The ideal candidate uses sound judgment, handles sensitive information with discretion, and works independently in a large academic medical department.

Key Responsibilities

• Coordinate faculty recruitment and onboarding, including search logistics, candidate communications and visits, offer-letter review, visa coordination, onboarding processes, and status tracking.
  

• Support faculty appointments and promotions by coordinating dossiers and review timelines, advising faculty on CVs and supporting materials, preparing appointment documents, and tracking hires, departures, and outcomes.
  

• Coordinate department-wide and leadership-sponsored projects from planning through implementation. Develop workplans; participate in project meetings; prepare agendas and minutes; track decisions and action items; and follow up with project owners.
  

• Support department programs and events and provide project-related administrative support to the Chair, Vice Chairs, and Associate Administrative Director. Provide coverage for Chair’s Office operations as needed.
  

• Maintain and analyze faculty and project data. Prepare dashboards, status reports, executive summaries, and presentations; identify risks; assess progress; and recommend process improvements.
  

• Build effective relationships across clinical, research, education, and administrative teams. Communicate complex information clearly and manage expectations with professionalism and discretion.

Qualifications

• Bachelor’s degree or an equivalent combination of education and experience.
  

• Three to five years of experience in healthcare administration, faculty affairs, project coordination, or project management.
  

• Strong organizational, written and verbal communication, analytical, and interpersonal skills.
  

• Sound judgment, close attention to detail, and the ability to manage multiple priorities and deadlines.
  

• Ability to handle sensitive information with professionalism and discretion.
  

• Proficiency with Microsoft Office, Outlook, scheduling systems, and administrative technologies; ability to prepare clear reports and presentations for varied audiences.
  

• Experience in academic medicine, healthcare, or higher education preferred.

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