Project Coordinators

About the role

The Division of Administration has an immediate opening for a Project Coordinator in the Department of Pediatrics at the University of Utah Spencer F. Eccles School of Medicine. The Pediatrics Project Coordinator supports the planning, coordination, implementation, and evaluation of Department of Pediatrics projects and operational initiatives. The position's initial portfolio includes department and alumni communications, academic publication workflows, intranet and external website updates, and related departmental projects. Working within established departmental and University priorities, the Project Coordinator helps define project requirements, develop schedules, organize deliverables, coordinate stakeholder contributions, and monitor progress. The position maintains project documentation, tracks deadlines and dependencies, identifies issues affecting completion, and recommends solutions to support timely and effective implementation. The Project Coordinator collaborates with faculty, staff, leadership, content owners, the department comms team, and both Intermountain Health and University of Utah Branding offices to move projects from planning through completion. Writing, editing, and digital content updates support assigned project deliverables. This position reports to the Manager of Administrative Operations and performs assignments of increasing complexity under moderate supervision, with latitude for independent judgment in day-to-day coordination and execution.

Department overview

The Department of Pediatrics is the second largest department in the University of Utah School of Medicine and one of the largest pediatric departments in the country. We are committed to improving the lives of children through excellence in advocacy, education, research, and clinical care. Mutual respect and appreciation are highly valued in the department.

Benefits

• Excellent health care coverage at affordable rates
• 14.2% retirement contributions
• Generous paid leave time
• 11 paid holidays per year
• 50% tuition reduction for employees, spouses, and dependent children
• Flex spending accounts
• University provided basic employee life insurance coverage equal to a salary of up to $25,000
• Variety of elective insurance coverage, including life insurance, short and long-term disability, accidental death & dismemberment, accident, critical illness, hospital indemnity, and pet insurance
• Free transit on most UTA services
• Employee discounts on a variety of products and services, including cell phones & plans, entertainment, health and fitness, restaurants, retail, and travel
• Professional development opportunities

Additional benefits information is available at https://benefits.utah.edu/.

Health requirements

This position is patient-sensitive and must fulfill all associated vaccination requirements, or be approved for an exemption, prior to the first day of work. We protect our patients, coworkers and community by requiring all patient-sensitive employees to be immunized according to CDC standards and hospital policy. Limited exemptions may be made for documented medical contraindications or religious beliefs that object to vaccinations.

Responsibilities

• Provide support to project management function across disciplines (e.g., Construction, Engineering, Operations, Technical)
• Review project proposals, ensure projects adhere to contract language, and issue and track project amendment documentation
• Perform technical support including project scheduling and planning, earned value management, budget review/cost analysis, and change of scope impact analysis
• Communicate issues, problems, or additional information to project managers and stakeholders and recommend solutions
• Monitor and evaluate project timeline and activity and report on progress to project managers and leadership
• Project Planning, Scheduling & Coordination (30%): Coordinate assigned departmental projects from initial planning through implementation and closeout; work with the Manager of Administrative Operations and stakeholders to clarify objectives, scope, deliverables, requirements, and success measures; develop and maintain project plans, schedules, milestones, task lists, and assignments; identify dependencies, resource needs, and potential barriers; coordinate contributions across departmental teams, divisions, programs, and University partners; monitor activities and follow up to support timely completion; review new requests and proposed changes for impact on scope, timelines, resources, and existing commitments; document approved changes and update project plans
• Department & Alumni Communications Project Coordination (30%): Coordinate recurring production workflows for monthly newsletter, weekly bulletin, alumni newsletter, and related communications; maintain production schedules, submission deadlines, contributor assignments, and review/approval processes; gather materials from faculty, staff, divisions, programs, alumni, and leadership; track submissions and follow up on missing information or outstanding approvals; coordinate writing, design, formatting, and distribution; provide drafting, editing, proofreading, and formatting support; support alumni communication initiatives through organized timelines, stakeholder coordination, and deliverable tracking
• Academic Publications & Editorial Workflow Coordination (15%): Coordinate administrative and production workflows for Department of Pediatrics-affiliated publications and journals (including TRIP and IQIR); maintain publication schedules and track submissions, review cycles, revisions, approvals, and production deadlines; communicate requirements and deadlines to faculty, editors, authors, and contributors; organize publication materials and maintain accurate records; provide proofreading, formatting, and basic editorial support within established standards; refer scientific, clinical, and substantive editorial decisions to appropriate experts; identify workflow delays and recommend adjustments
• Intranet & External Website Project Coordination (20%): Coordinate projects to develop, update, and maintain department intranet resources and external website content; work with content owners to identify needs, document requirements, establish priorities, and define deliverables; maintain trackers for page development, content updates, reviews, approvals, and publication; organize content collection and coordinate implementation with Web Developer and departmental partners; build or update pages within established templates and platform capabilities; coordinate periodic content reviews and track resolution of outdated, incomplete, or duplicative information; confirm updates meet University and departmental requirements for accuracy, accessibility, and branding; identify requests requiring technical development and coordinate next steps
• Communications Analytics & Continuous Improvement (5%): Track basic performance measures for newsletters, websites, intranet content, and other channels; monitor metrics such as email open rates, click-through rates, page traffic, content engagement, and other indicators; prepare basic reports and summaries; identify trends and opportunities to improve content, timing, format, and audience engagement; support leadership in evaluating communication effectiveness and informing future strategies

Knowledge, skills & abilities

• Strong organizational and project coordination skills, including managing schedules, deliverables, dependencies, and competing priorities
• Working knowledge of project planning, scope management, issue tracking, and progress reporting
• Ability to translate project objectives into clear tasks, timelines, and assignments
• Ability to monitor progress, identify barriers, recommend practical solutions, and follow through on outstanding items
• Strong written and verbal communication skills, including preparing project updates, meeting summaries, and stakeholder communications
• Ability to coordinate work across multiple teams and stakeholders, including individuals outside the position's reporting structure
• Attention to detail in maintaining documentation, tracking approvals, and reviewing deliverables
• Ability to assess the effects of changes on timelines, workload, and resources
• Proficiency with spreadsheets, shared document platforms, and project tracking tools
• Ability to learn and use content management systems, newsletter platforms, and other tools supporting assigned projects
• Ability to draft, edit, proofread, and organize content to support project deliverables
• Ability to work within established University and departmental standards, procedures, and approval processes
• Sound judgment in independently coordinating assigned work and seeking direction on priorities, scope changes, and complex or sensitive issues

Minimum qualifications

Equivalency statement: 1 year of higher education can be substituted for 1 year of directly related work experience (Example: bachelor's degree = 4 years of directly related work experience).

The department may hire at the following level:

• Project Coordinator, II: Requires a bachelor's (or equivalency) + 4 years or a master's (or equivalency) + 2 years of directly related work experience. This is a Developing-Level position in the General Professional track. Requires moderate skill set and proficiency in discipline; conducts work assignments of increasing complexity under moderate supervision with some latitude for independent judgment.

Preferences

• Bachelor's degree in business administration, healthcare administration, project management, communications, or a related field
• Experience coordinating projects, programs, or operational initiatives involving multiple stakeholders
• Experience developing schedules, tracking deliverables, maintaining project documentation, and preparing progress reports
• Experience coordinating recurring production processes, publication workflows, website updates, or digital resource projects
• Experience using Microsoft 365, SharePoint, Teams, Excel, Microsoft Lists, Planner, or comparable coordination tools
• Experience supporting process improvement and developing procedures, templates, or tracking systems
• Experience writing, editing, or organizing content for professional audiences
• Experience tracking project expenses or resource requirements
• Experience in higher education, healthcare, academic medicine, nonprofit organizations, or another complex organization

Schedule

Full-time, Monday – Friday, 8:00 a.m. – 5:00 p.m. Hours may vary based on operational