Project Coordinator

Summary

CAI (Cicatelli Associates Inc) supports health centers nationwide in strengthening primary care access, improving clinical quality, expanding preventive services, and achieving better patient health outcomes. The Project Coordinator supports the planning and delivery of trainings, technical assistance, meetings, and events, while also providing evaluation, communications, project management, administrative, and technical coordination.

Responsibilities

• 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)
• 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
• 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
• 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)
• 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
• 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
• 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

Skills

• This requires someone with strong organizational and communication skills
• 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
• 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

Qualifications

Must Haves

• This requires someone with strong organizational and communication skills
• 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

Nice to Haves

• 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

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
• 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