Project Coordinator
Full-time, Exempt | Hybrid
The Vermont Program for Quality in Health Care (VPQHC) seeks a highly organized, proactive, and relationship-oriented Project Coordinator to support statewide initiatives focused on healthcare quality, patient safety, and systems improvement. This role works closely with internal teams and external partners across Vermont’s healthcare system to support the coordination and implementation of complex initiatives. Key responsibilities include project tracking and coordination, meeting management, reporting support, workflow documentation, and stakeholder communication. The ideal candidate is detail-oriented, technologically savvy, people-focused, and comfortable managing multiple priorities in a collaborative, fast-paced environment. The ideal candidate is comfortable working independently, managing competing priorities, and supporting complex initiatives with professionalism and strong attention to detail. A commitment to VPQHC’s Core Values is essential:
- Leading with Compassion – Fostering empathy, respect, and care.
- Excellence in All We Do – Holding ourselves to the highest standards.
- Independent Thinking, Purposeful Collaboration – Balancing independence and teamwork.
- Evidence-Based Innovation – Driving improvement through research, data, and creativity.
- Integrity & Trust – Acting with honesty, accountability, and transparency.
Key Responsibilities
Project Coordination & Operations
- Coordinate and support implementation of multiple concurrent healthcare quality improvement initiatives.
- Manage and maintain project boards, trackers, timelines, deliverables, and workflow documentation across assigned projects.
- Monitor project activities, deadlines, deliverables, reporting requirements, and submission timelines to ensure initiatives remain organized and on schedule.
- Assist with development and refinement of internal coordination processes, project workflows, and operational systems.
- Coordinate with administrative and finance staff to support project operations, reporting processes, invoicing workflows, contracts, meeting logistics, and organizational tracking activities.
Stakeholder Coordination & Meeting Management
- Coordinate internal and external meetings, including scheduling, agenda preparation, meeting logistics, note-taking, and follow-up communication.
- Document and track meeting minutes, decisions, action items, and next steps to support accountability and timely follow-through.
- Ensure strong communication, organization, and follow-through across projects and collaborative initiatives.
- Set up and manage Zoom and Microsoft Teams meetings, including registration, breakout rooms, polling, recordings, and participant support.
- Provide responsive support and troubleshoot technology or access issues for participants and stakeholders.
- Coordinate logistics and administrative support for trainings, workshops, webinars, and stakeholder meetings, including registration, calendars, attendance tracking, CEU documentation, evaluations, and participant communications.
Reporting & Documentation
- Coordinate development, formatting, review, and submission of reports, presentations, summaries, deliverables, and other project materials.
- Coordinate internal review and approval processes to support accurate and timely completion of deliverables and communications.
- Maintain organized project documentation, shared files, workflows, and records of submissions and reporting requirements.
Communications & Administrative Support
- Assist with social media content, newsletters, stakeholder communications, and organizational outreach efforts.
- Create and format presentations and slide decks for internal and external audiences.
- Support coordination across multiple concurrent initiatives to maintain organization, communication, and timely follow-through.
Qualifications
Required
- Bachelor’s degree or equivalent professional experience in public health, healthcare administration, business administration, communications, project coordination, nonprofit management, or a related field. At least two years of experience in project coordination, healthcare administration, operations, training coordination, or a related role.
- Demonstrated experience coordinating projects, meetings, timelines, stakeholder communications, and operational workflows.
- Strong proficiency in Microsoft Office Suite, Zoom, Microsoft Teams, and project management platforms.
- Exceptional organizational, and time management skills, with strong attention to detail.
- Excellent written and verbal communication skills and strong interpersonal abilities.
- Ability to work collaboratively while independently managing responsibilities and priorities.
Preferred
- Experience in healthcare quality improvement, public health, nonprofit organizations, or healthcare operations.
- Familiarity with healthcare-focused quality improvement initiatives and project coordination workflows.
- Experience supporting grant-funded initiatives, reporting requirements, or statewide collaboratives.
- Experience using project management and workflow platforms such as Monday.com.
- Knowledge of Vermont’s healthcare landscape and rural health challenges.
Work Atmosphere
This role is performed within a professional, collaborative, mission-driven office environment. Hybrid work arrangements are available, with regular in-person collaboration expected. Occasional travel throughout Vermont may be required.
To Apply: Submit your cover letter & resume to Hillary Wolfley, Executive Director (hillaryw@vpqhc.org).
