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About the Role
The project coordinator works as part of CAI’s National Technical Assistance Program (NTAP) for Clinical and Preventive Excellence team, helping health centers nationwide strengthen primary care access, improve clinical quality, expand preventive services, and achieve better health outcomes for patients. This requires strong organizational and communication skills.
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.
- 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 troubleshooting, participant registration and cancellation questions.
- 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.
- Guide participants through an introduction to use of technology.
- Onboard participants and presenters/trainers during the event.
- Troubleshoot and address participant and trainer technical issues during the event.
- 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.
- 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 is available for day of training.
- Order food and refreshments, as allowed.
- 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.
- 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.
- Conduct data entry and upload participant registration and TTA evaluations in project management database.
- Download reports from participant registration systems, TTA evaluation results, communications analytics, and 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 email announcements, and using social media.
- Support efforts to package materials.
- Assist project director 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.
- 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, including reconciling expenses on a monthly basis.
- Order supplies.
- 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.
Requirements
- 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.
- Ability to deal with situations and issues proactively, following up to ensure high quality products, and working collaboratively with others to achieve organizational goals.
Skills
- Zoom producing
- Learning Stream
- JobMaster
- Quickbase
- Microsoft Office
- Virtual meeting software
- Project management software
- Training management systems
- Sharepoint
- Intacct
- Formstack
- GetResponse
- Teams
Location
- New York City, NY
- Remote (within the United States)
Work Type
- Full Time
- Hybrid
- Remote
Experience Level
- Dependent on experience
Education Level
- Bachelor’s degree preferred
Salary/Compensations
- $66,000 - $72,000
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
- 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, increasing after 4 years of service
- 1 cancer screening day
- Bereavement leave
- Jury duty leave
About the Company
- CAI’s National Technical Assistance Program (NTAP) for Clinical and Preventive Excellence team helps health centers nationwide strengthen primary care access, improve clinical quality, expand preventive services, and achieve better health outcomes for patients.
Equal Opportunity
- All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.