Project Coordinators

Job Summary

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 Summary:

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. For more information about the Department of Pediatrics, please visit: http://medicine.utah.edu/pediatrics/ . Mutual respect and appreciation are highly valued in the department.

Benefits Summary:

The University of Utah offers a comprehensive benefits package including:

• Excellent health care coverage at affordable rates (see the Summary Comparison for more information)

• 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.

• 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/. Employee 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

Essential Functions:

Provide support to project management function, regardless of discipline (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 any issues, problems, or additional information to project managers and project stakeholders and recommend solutions. Monitor and evaluate project timeline and activity and report on progress to project managers and leadership.

1. Project Planning, Scheduling & Coordination — 30%

• Coordinate assigned departmental projects from initial planning through implementation and closeout.

• Work with the Manager of Administrative Operations and project stakeholders to clarify objectives, scope, deliverables, requirements, and measures of success.

• Develop and maintain project plans, schedules, milestones, task lists, and assignments.

• Identify dependencies, resource needs, and potential barriers to completion.

• Coordinate contributions across departmental teams, divisions, programs, and University partners.

• Monitor project activities and follow up with responsible parties to support timely completion.

• Review new requests and proposed changes for their impact on scope, timelines, resources, and existing commitments.

• Document approved changes and update project plans accordingly.

2. Department & Alumni Communications Project Coordination — 30%

• Coordinate recurring production workflows for the department’s monthly newsletter, weekly bulletin, alumni newsletter, and related communications.

• Maintain production schedules, submission deadlines, contributor assignments, and review and approval processes.

• Gather materials from faculty, staff, divisions, programs, alumni, and department leadership.

• Track submissions and follow up on missing information or outstanding approvals.

• Coordinate writing, design, formatting, and distribution with appropriate contributors.

• Provide drafting, editing, proofreading, and formatting support as needed to complete assigned deliverables.

• Support implementation of alumni communication initiatives through organized timelines, stakeholder coordination, and deliverable tracking.

3. 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 other contributors.

• Organize publication materials and maintain accurate records of submission and approval status.

• Provide proofreading, formatting, and basic editorial support within established publication standards.

• Refer scientific, clinical, and substantive editorial decisions to faculty, editors, or appropriate subject matter experts.

• Identify workflow delays and recommend adjustments to support timely publication.

4. 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 the Web Developer and other 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 that completed updates meet established University and departmental requirements for a