Project Coordinator - State Office of Rural Health

Salary/Position Classification

• $42,857+ Annual, Dependent on Experience, Exempt
• 40 hours per week
• 100% Remote Work Availability: Yes, must be able to travel regionally and statewide within North Dakota.  
• Hybrid Work Availability (requires some time on campus): Yes

Purpose of Position

This Project Coordinator position is located within the Center for Rural Health and will be responsible for coordination and management of day-to-day operations of programs/projects, related to community outreach and engagement. This includes key elements of the State Office of Rural Health grant, Dakota Conference on Rural and Public Health, meeting/workshop/event planning, CE/CME for educational offerings, HIPAA online training course, Scrubs Programs, and loan of educational resources.

Duties & Responsibilities

Coordinate, implement, track and report programs/projects related to community outreach and engagement.

• Work directly with program directors, program coordinators, project assistant, communications manager, and administrative assistant; and with partner organizations in North Dakota including all hospitals, clinics, state agencies, public health, and various healthcare entities.
  
  • Actively participate and make recommendations during all phases of program/project development.
  • Facilitate discussion in community/organization stakeholder meetings.   
  • Collect quantitative and qualitative data; write and/or contribute to required reports detailing program activities, outreach activities.
  • Collect and report program/project activities occurring in related to programs, rural communities using TruServe or other data tracking platforms.    
  • Coordinate a centralized record of available educational resources and track usage.
• Communicate Information
  
  •  Disseminate internal and external correspondence to diverse audiences.
  • Write and/or contribute to articles, fact sheets, and reports.
  • Coordinate webpage information to ensure it is current and develop material as needed; manage social media pages for specific projects/events.
    
    • Coordinate updates to rural health list serves (R-COOL Health Scrubs, Dakota Conference, others).
    • Work with CRH communications team to prepare of press releases, coordinate media, and create publications.
    • Respond to inquiries from government agencies, organizations, and individuals in a professional and positive manner (phone, email, in writing).
    • Monitor and track sub-awards programmatically and approve payments.
    • Coordinate/facilitate meetings (workshops, webinars, conference calls, others) either in-person or virtual using web-based platforms (Zoom or similar) and utilization of scheduling tools (Outlook Calendar, Doodle or similar).
    • Assist with development of PowerPoint presentations and present program information at local and regional meetings and events.
    • Coordinate and conduct individual and statewide technical assistance.
    • Assist with the development of survey tools using Qualtrics.
    • Represent the Center for Rural Health at meetings, conferences, seminars, camps, and workshops.
    • Serve on state and national committees, as assigned.
    • Record and publish minutes/notes from meetings, as assigned.

Coordinate Dakota Conference and Healthcare Workforce Related Program(s).

• Work with program staff, partners, and customers to conduct outreach activities; includes planning local, regional, statewide, and national events (conferences, webinars, meetings, conference calls, and similar).
  
  • Attend monthly planning meetings, advise management and administration, coordinate meeting logistics, take notes, and correspondence with planning committee members.
  • Communicate with liaisons to set up meetings and collect necessary information.
  • Contribute to the development, revisions, and distribution of event marketing and recruitment
  • Disseminate internal and external correspondence to partners and stakeholders.
  • Serve as part of the leadership team during the events and manage the camp leaders/assistant-leaders and presenters at the Scrubs Academies.
  • Provide high-quality technical reports using Microsoft Office software.
• Manage participants/sponsors/leaders/presenters.
  
  •  Create and disseminate applications through DocuSign and Adobe Acrobat.
  •  Coordinate and serve on review committee to select participants.
  •  Coordinate securing of speakers/leaders and facilitate contractual obligations.
  •  Create and disseminate agreements through DocuSign and Adobe Acrobat.
  •  Manage all aspects of CE/CME submission process.
  •  Encourage vendor registration. Conduct follow-up regarding submitted information.
  •  Manage online participant/vendor registrations; work with UND entities on payment collection as necessary.
  •  Maintain all participant/sponsor/leader/presenter information in spreadsheets; ensure all information is entered, complete,   and accurate.
• Facilitate Healthcare Workforce Related Programs.
  
  • Promote programs, respond to participants and instructors, update as needed training programs, administer training, and issue certificates.
  • Host technical assistance calls to answer grant and grantee questions and provide information for grant submission and implementation.
  • Coordinate proposal creation/updates, funding announcement, collect submitted proposals; review/score/select awarded proposals; and send notifications to applicants.
  • Work with CRH Finance to prepare and distribute contracts and other business-related paperwork as required.
  • Correspond with rural facility administrators/staff regarding grant deadlines, as well as programmatic and financial reporting.
  • Receive and process programmatic and financial reporting from awardees.
• Oversee distribution of program-related materials.
  
  • Oversee procurement of supplies, manage programmatic and conference inventory, and associated storage.
  • Oversee file maintenance in a centralized system of office records.
• Coordinate and assist in the collection of community needs data through the utilization of an online toolkit, in-person/virtual/phone focus groups and key informant interviews, and secondary sources.

 Support special project assignments and meetings.

• Apply creativity and logic to locate specific information and to research issues.
• Participate in Center for Rural Health meetings.
• Assist supervisor in the application and communication of program processes, guidelines, and policies.
• Assist/coordinate special projects.

Required Competencies

• Knowledge of rural health dynamics to include critical access hospitals and clinics in the state of North Dakota.
• Ability to connect resources, empower interested persons or organizations, and take on leadership roles.
• Ability to accurately type, proof, edit, and format reports and manuscripts, create agendas, record minutes.
• Customer service skills.
• Experience participating in large and small group meetings, in person and by video-conferencing.
• Strong computer aptitude. Ability to troubleshoot IT issues.
• Skills and ability using the internet and search engines.
• Experience, skills, ability in organizing and tracking programmatic activities.
• Knowledge of UND policy and procedure.
• Strong problem-solving and decision-making skills.
• Excellent interpersonal, verbal, and written communications skills.
• Demonstrated organizational skills and ability to be self-directed.
• High level of attention-to-detail and the ability to generate timely work products.
• Ability to prioritize, multi-task, take initiative, and to collaborate effectively as part of a team.
• Ability to travel to national meetings and to regional meetings or local events/meetings.

Minimum Requirements

• Bachelor's degree.
• One year of experience working in project coordination or program development.
• Experience with Microsoft Word, Excel, PowerPoint, Outlook.
• Experience using videoconferencing platforms such as Zoom or similar.
• Successful completion of criminal history records check.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the US and to complete the required employment eligibility verification form upon hire.  This position does not support VISA sponsorship for continued employment.  

Preferred Qualifications

• Prefer a major in education/teaching, communications, healthcare administration, health-related field.
• Experience organizing, tracking, and writing programmatic reports.
• Experience facilitating meetings and presenting.
• Experience working with diverse groups of people.
• Experience working with healthcare systems, organizations, and in community outreach.
• Experience using DocuSign and Adobe Acrobat.

To Apply

Please submit cover letter and resume.