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Program Coordinator - Operations

Company: MaineHealth
Location: Portland
Posted on: November 22, 2022

Job Description:

Summary Position Summary

The Program Coordinator performs administrative and operational duties supporting MaineHealth Institute for Research, specifically the Center for Interdisciplinary Population Health Research and Center for Clinical and Translational Sciences. This position is responsible for coordinating daily activities in close collaboration with the Operations Manager and Center Director. This position assures all program related activities are carried out successfully and in a timely manner, acts as the liaison with all levels of staff and may also be the liaison to the greater community.


  • Supports division programs


    • Under limited supervision this position supports the CIPHR & CCTS divisions.
    • At times, this position will support administrative grant operations.
    • Serve as resource for employees regarding departmental policies and procedures.
    • Demonstrate professional diplomacy and discretion at all times when working with all customers, which may include members, affiliates, patients, coworkers, partners, and the general public.


    • Supports department, team and or program to ensure smooth running and fulfillment of initiatives.

      • Provide administrative support to leadership team.
      • Manage scheduling and calendars for center directors and managers.
      • Coordinate time and effort reporting.
      • Coordinates PTO coverage for department staff.
      • Coordinates, schedules and maintains agendas and minutes for multiple meetings and committees.
      • Supports office efficiency by participating in the planning and implementation of office systems, layout changes and equipment needs as requested.
      • Participates in the collaborative development and implementation of department policies and procedures and establishing quality standards; measures results against standards as necessary.
      • Reviews and analyzes special reports as needed; summarizes information and reports to leadership.
      • Assist with new hire onboarding efforts.
      • Serve as liaison with building management company, including scheduling service appointments.
      • May arrange business travel, coordinate meeting arrangements, track expenses, and/or support budget.
      • Use various business software applications (including word processing, presentation, database and spreadsheet, among other department specific applications) to prepare correspondence, databases, reports, presentations, agendas, minutes, etc.
      • Coordinates events for department.


      • Maintains departmental statistics and cost reports for purposes of supporting the budget.

        • Collects, coordinates and maintains needed data and develops spreadsheets for tracking/reporting program data.
        • Maintain files and records in a secure and coordinated manner.


        • Coordinates procurement, production, and supply of program materials

          • Coordinates, submits and tracks all supply orders and outside orders.
          • Coordinate invoicing and reimbursements.






            Required Minimum Knowledge, Skills, and Abilities (KSAs)


          • Education: Bachelor's degree or equivalent work experience in related field.
          • License/Certifications: N/A
          • Experience: See "Education." Approximately one to two years related work experience.
          • Knowledge of project management, and educational practices.
          • Basic knowledge of healthcare systems, with previous experience in healthcare industry and customer service preferred.
          • Strong verbal and written communication skills, including drafts of correspondence and other written materials.
          • Strong software and computer skills, including Microsoft Office (including Power Point, Access, and Excel), database development and website development, Strong interpersonal skills and demonstrated ability to provide excellent customer service and maintain relationships with individuals from diverse backgrounds.
          • Ability to work both independently and to collaborate with teams of individuals in diverse settings.
          • Analytical ability to gather and interpret data in situation where the problems are moderately complex.
          • Ability to concentrate and pay close attention to detail.


            Additional Information



            MaineHealth was ranked one of America's Best Large Employers in 2022 by Forbes!



            MaineHealth is a not-for-profit integrated health system whose vision is, "Working together so our communities are the healthiest in America." MaineHealth consists of nine local health systems, a comprehensive behavioral health care network, diagnostic services, home health agencies, and 1,700 employed clinicians working together through the MaineHealth Medical Group. With approximately 22,000 care team members, MaineHealth provides preventive care, diagnosis and treatment to 1.1 million residents in Maine and New Hampshire. Learn more about our system at mainehealth.org



            At MaineHealth, we offer benefits that support an individual's needs for today and flexibility to plan for tomorrow. Our packages include health and dental insurances, paid parental leave, retirement program, generous paid time off, and much more! Our comprehensive array of benefits are competitive, affordable, and include choices that meet specific, but ever changing, needs.



            With a career at any of the MaineHealth locations, you'll be working with health care professionals that truly value the people around them - both within the walls of the organization and the neighborhoods that surround it. We are deeply invested in the well-being of our communities and care team members. We believe in fostering a work environment of strong commitment, compassionate caring and continuous improvement. Join us, and your abilities will be challenged and enhanced as you take your career to a new level.Additional Information Maine Medical Center is a Magnet designated 700-bed tertiary care and teaching institution. MMC is Maine's largest hospital and a state-wide health care resource. MMC offers outstanding career opportunities and quality of life in Portland.

Keywords: MaineHealth, Portland , Program Coordinator - Operations, Other , Portland, Maine

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