Project Coordinator

Reports To

: Project Director

Employee Status

: Full Time, Non-Exempt Office

Location:

We strongly prefer candidates who are able to work out of our New York City office location (505 Eighth Avenue, New York, NY 10018). We have a hybrid schedule of working 2 days in the office and 3 days remote. We are also open to candidates based elsewhere in the United States. GENERAL STATEMENT OF RESPONSIBILITIES The project coordinator works as part of CAI’s National Technical Assistance Program (NTAP) for Clinical and Preventive Excellence team, which helps health centers nationwide strengthen primary care access, improve clinical quality, expand preventive services, and achieve better health outcomes for patients. This requires someone with strong organizational and communication skills. MAJOR TASKS AND RESPONSIBILITIES (include, but are not limited to): Training, Technical Assistance, Meeting, and Event Coordination and Support Provide coordination and support to project teams in planning and delivery of in-person and web-based training and technical assistance (TTA), meetings and events (e.g. virtual – instructor led training (V-ILT), face-to-face classroom training, webinars, learning collaboratives, presentations, and conference exhibits). This involves intensive training in Zoom producing and utilizing Learning Stream, our training management system, among other software. Tasks include the following: General Responsibilities Schedule in-person and virtual trainings, TA, and meetings. Implement processes for facilitating registration and cancellations of participants using online registration system(s) and responding to, and trouble-shooting, participant registration and cancellation questions. In coordination with Clinical Division staff, prepare and manage continuing education applications and training attendee credit requests. Prepare training materials using JobMaster and/or by facilitating printing and forwarding to participants via email or US postal service. Make travel arrangements for training staff and/or participants as required. Virtual Instructor Led Training (V-ILT) Producer Using Zoom and/or other virtual learning platforms, the producer, works as part of the training team, in concert with trainers, to cover all the technical elements of the training to make the V-ILT session run smoothly allowing the facilitator to deliver the session objectives and guide the learners through the session content. Tasks may include: Schedule and facilitate training team practice runs and training debriefs. Load, before the event, and run polling during the event. Guiding participants through an introduction to use of technology. Onboard participants and presenters/trainers (e.g., audio checks, on-boarding late participants) during the event. Troubleshoot and address participant and trainer technical issues during the event (e.g., muting microphones to mitigate background noise) as they arise. Create and run break-out sessions during the event. Share links to tasks and documents during the event. Download and file/post/disseminate chats, polls, archived products, and recordings of virtual trainings, meetings, events as identified. Record and facilitate editing of training events for dissemination. In-person Trainings and Meetings Identify and secure in-person meeting venues, negotiating on space and price. Coordinate travel arrangements and reimbursements for in-person convenings. Ensure set-up of meeting space is implemented according to lead trainer instructions. Work with IT to ensure all AV equipment (e.g., laptop, microphones, screens) are available for day of training. Order food and refreshments, as allowed, and On day of training support trainer in ensuring all equipment, room set-up, and materials are set-up and provide support to participants and training team throughout (e.g., registration table, printing materials, working with venue staff) Evaluation Support Work with research and evaluation staff to meet funder specifications for reporting and foster continuous quality improvement. Upload, gather, and disseminate to project team, data from different sources to help inform progress in achievement of project deliverables. This involves conducting data entry and uploading participant registration and TTA evaluations in project management database (i.e. Quickbase) and downloading reports from participant registration systems, TTA evaluation results, communications analytics (Formstack), GetResponse, website, and social media, and among other sources. Communications Support Work closely with communications staff on the development and design for project communications activities. Coordinate project communication activities, including: Updating project website. Drafting and sending out email announcements using GetResponse. Using social media to promote project activities. Support efforts to package materials (e.g., iStock images