Project Coordinator II

Department of Medicine

Must be on-site

Position Summary

The Project Coordinator II leads faculty recruitment, appointments and promotions, onboarding, and related data processes while managing high-priority Department of Medicine projects.
Working with department leaders and cross-functional teams, this role coordinates complex work from planning through implementation, improves processes, and prepares clear updates and analysis for decision-makers.
The position requires sound judgment, discretion, and the ability to work independently across a large academic medical department.

Key Responsibilities

• Lead faculty recruitment and onboarding processes, including search logistics, candidate communications and visits, offer-letter review, visa coordination, onboarding practices, and tracking.
• Manage 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.
• Plan and manage department-wide and leadership-sponsored projects from charter and workplan through implementation; attend project meetings, prepare agendas, take and distribute minutes, track decisions and action items, and follow up with owners through completion.
• 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; develop dashboards, status reports, executive summaries, and presentations; identify risks, evaluate progress, and recommend process improvements.
• Build productive relationships across clinical, research, education, and administrative teams; communicate complex information clearly and manage expectations with professionalism and discretion.

Qualifications

• Bachelor's degree or equivalent combination of education and experience; 3 5 years of experience in healthcare administration, faculty affairs, or project management.
• Strong organizational, communication, analytical, and interpersonal skills, with demonstrated judgment, attention to detail, and ability to manage multiple priorities and deadlines.
• 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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