Coordinator, Hospital Administration

At NorthBay Health, the Hospital Administration Coordinator serves as a trusted strategic partner to the administration senior team. This position works independently and collaboratively with senior leaders, the Board of Directors, and key internal and external stakeholders to advance organizational priorities and ensure the effective execution of strategic and operational initiatives.

The Hospital Administration Coordinator is responsible for independently planning, organizing, coordinating, analyzing, and executing complex projects and initiatives on behalf of senior leadership and the Board of Directors. The role requires the ability to assess priorities, exercise discretion and sound independent judgment, identify and address issues, develop solutions, and make timely decisions within established organizational objectives. The Coordinator serves as a key liaison to the Board of Directors and provides high-level analytical, operational, and executive support to the senior management team, including the preparation and coordination of confidential and sensitive information and materials.

Success in this position requires a high degree of autonomy, accountability, and professional judgment, as well as the ability to manage multiple complex priorities and projects with competing deadlines. The ideal candidate is highly organized, self-directed, proactive, and results-oriented, with exceptional attention to detail and the ability to anticipate needs, identify opportunities, and independently determine appropriate courses of action. The position requires a high level of discretion, integrity, confidentiality, reliability, and professionalism, along with excellent written and verbal communication skills and the ability to effectively influence, collaborate, and build relationships across all levels of the organization.

The Hospital Administration Coordinator is expected to operate with considerable independence while exercising appropriate judgment regarding priorities, resources, communications, and project execution. The position may require occasional evening and weekend availability to support Board activities, organizational priorities, special projects, and other business needs. An exceptional customer-service mindset is essential, with a demonstrated commitment to fostering a culture of collaboration, professionalism, respect, accountability, and service.

PRIMARY JOB DUTIES

Project Coordinator:

• Coordinate with leaders and the PMO as needed in the definition of project scope, strategy, and objectives, involving all relevant stakeholders and ensuring technical feasibility.
• Coordinate internal resources and third parties for the flawless execution of projects.
• Independently responsible to ensure that all projects are delivered on-time, within scope and within budget.
• Perform research associated with projects.
• Ensure resource availability and allocation.
• Responsible for detailed project plan to monitor and track progress.
• Manage changes to the project scope, project schedule and project costs.
• Measure project performance using appropriate tools and techniques.
• Report and escalate to management as needed.
• Manage the relationship with all stakeholders.
• Perform risk management to minimize project risks.
• Establish and maintain relationships with third parties/vendors.
• Create and maintain comprehensive project documentation.
• Meet budgetary objectives and adjust project constraints based on financial analysis for senior leaders.
• Use and continually develop leadership skills.
• Develop spreadsheets, diagrams and process maps as required.
• Acts as the coordinator of IRB and works with the CMO and other key stakeholders to ensure we meet required standards.

Board Liaison:

Provide support for all Board meetings and committees including but not limited to:

• Responsible for all board governance documentation development, review, and maintenance 
• Communicate with board directors and senior management about the status of board-related activities, adjusting schedules and deliverables as necessary to meet changing requirements and maintaining expected standards.
• Act as the point of contact for board director inquiries.
• Develop, revise, and maintain the bylaws, charters, and other board-related documents.
• Create and maintain the Board Manual, agenda, and deliverables required for onboarding new directors.
• Manage board meeting logistics, attend board meetings, and take minutes.
• Maintain board attendance records.

Analyst:

• Coordinates data for senior leadership team
• Disseminates data to key stakeholders
• Attends meetings with senior leadership teams to present data and acts as data resource and expert with the team
• Conducts analysis of data for senior leader review
• Participates on assigned committees 
• Calendaring, meeting logistics, and travel support to the hospital president
• Develop meeting agendas and meeting schedules
• Distribute meeting materials
• Develop, revise, and maintain Standard Operating Procedure documents associated with this position
• This job description describes the general nature and level of work performed by employees assigned to this position. This is not an exhaustive list of all required duties, responsibilities and skills. Reasonable accommodations may be made to enable disabled individuals to perform the essential functions of the job.

 Administrative Support and Other Duties:

1. Education:  Baccalaureate Degree health sciences or related field highly preferred or 8 of a combination of education and experience in a similar role.

2. Experience: Minimum of three or four years of administrative support in healthcare experience. Minimum of two years’ relevant experience in the areas of process improvement, change management, or equivalent and a solid working knowledge of improving patient safety. Demonstrated initiative, follow through and ability to work independently. Demonstrated effective project management skills. Microsoft Office experience

3. Skills: Advanced computer skills (spreadsheets, graphs, tables and reports).

• Exemplary customer service /professional demeanor
• Able to maintain confidentiality
• Strong planning, organization, project and time management skills
• Ability to organize a variety of tasks, meet deadlines and attend to details.
• Exemplary proofreading/ writing skills and demonstrated competency with spelling, grammar, and punctuation
• Attention to details, large and small, thorough and accurate
• Flexible
• Critical thinker / Problem-solver
• Self starter with initiative, anticipates needs
• Must display cognitive skills (written and oral communications, logic, judgment, team work, interpersonal, mobility, and manual dexterity) 

4. Interpersonal Skills: Demonstrates the True North values. The True North values are a set of value-based behaviors that are to be consistently demonstrated and role modeled by all employees that work at NorthBay Health. The True North values principles consist of Nurture/Care, Own It, Respect Relationships, Build Trust and Hardwire Excellence. 

5. Hours of Work: Full-time hours based on business needs. 40hrs/week.