Program Coordinator - FHC

University of Massachusetts - Shrewsbury, MA

Full-time

Shrewsbury, MA

Educational Services

About the position

The Program Coordinator at FHC plays a crucial role in providing advanced support services under the general supervision of the Director. This position is designed for individuals who can handle a variety of complex administrative tasks that require a high degree of independent action and the ability to set priorities and procedures. The Program Coordinator will be responsible for coordinating assigned program activities and leading small projects, ensuring that all tasks are executed efficiently and effectively. In this role, the Program Coordinator will provide technical assistance and advice to staff regarding assigned programs, facilitating the exchange of information, resolving issues, and ensuring compliance with established policies and standards. The coordinator will also monitor program activities, lead small projects in collaboration with the Director or designee, and review and analyze data related to program effectiveness. Preparing for meetings, developing agendas, and collecting materials for distribution are essential functions of this position, as is coordinating follow-up actions after meetings with both internal and external participants. The Program Coordinator will work closely with the Director(s) to plan and develop activities in a timely manner, maintaining effective relationships with team members, senior leadership, and other stakeholders. Regular updates to the Director or designee regarding program administration challenges will be necessary, along with recommending alternative courses of action and implementing changes as needed. The coordinator will also participate in evaluating and implementing changes in program processes, ensuring adherence to proper procedures. Additionally, the Program Coordinator will be responsible for maintaining personnel action forms, overseeing payroll processing, and managing personnel files. Daily review of correspondence and communications will be required to stay current on project and operational details, along with drafting routine correspondence, meeting minutes, and management reports for the Director or designee. Confidentiality of all business documents and correspondence must be maintained in accordance with UMass Chan/ForHealth Consulting policies and HIPAA regulations. Finally, the coordinator will develop and maintain time schedules for program staff, project events, and office activities.

Responsibilities

• Coordinate and perform high level, complex, and varied administrative tasks requiring a high degree of independent action and the setting of priorities and procedures.
• Provide technical assistance and advice to staff concerning assigned programs to exchange information, resolve problems, and ensure compliance with established policies, procedures, and standards.
• Coordinate and monitor assigned program activities.
• Lead small projects in collaboration with the Director or designee.
• Review and analyze data relating to program effectiveness.
• Prepare for meetings including developing agendas and collecting material for distribution.
• Coordinate follow up as necessary after meetings with internal and external participants.
• Work closely with Director(s) in the planning and development of activities in a timely and efficient manner.
• Develop and maintain an effective relationship with team members, senior leadership, and other project stakeholders.
• Update the Director or designee on issues or challenges related to program administration in a timely manner.
• Recommend alternative courses of action and implement changes when necessary.
• Participate in the evaluation and implementation of changes in program processes, ensuring that proper procedures are followed.
• Develop and maintain personnel action forms, including oversight of all PA and payroll processing and maintaining personnel files.
• Review pertinent correspondence, communications, and other background materials daily to remain current on project and operation details.
• Draft routine correspondence, meeting minutes, and management reports for the Director or designee and department staff.
• Maintain the confidentiality of all business documents and correspondence per UMass Chan/ForHealth Consulting policies and HIPAA regulations.
• Develop and maintain time schedules for program staff, project events, and office activities.

Requirements

• Bachelor's Level Degree or equivalent in Business Administration or related field
• 3 years of office experience
• Demonstrated project coordination skills, experience in setting priorities, delegation of duties, and independent decision-making
• Proven experience in managing budgets, maintaining record systems, and administering management practices
• Ability to work in a team and meet performance deadlines in a dynamic environment
• Possess the organizational, verbal, written, and interpersonal skills necessary to interact effectively with all levels of personnel
• Proficient in Microsoft Office products
• Demonstrated ability to work appropriately with confidential information.