[Hiring] Program Coordinator, Wellbeing @Vituity

Role Description

Participate in and help coordinate wellbeing and workforce experience programs, committees, and live events to ensure a positive end user experience:

• Scheduling
• Taking notes
• Tracking attendance
• Ordering catering
• Facilitating room set up
• Troubleshooting issues
• Overseeing technical support
• Creating event materials

These programs include, but are not limited to:

• JIM Workgroup meetings
• Wellness Committee meetings
• Virtual webinars
• In-person Wellness Fairs

• Serve as a key program contact for established programs and identify ways to increase engagement.
• Track meeting and workgroup action items, send reminders, and ensure timely completion of tasks to support program success.
• Send invitations and manage event logistics on behalf of the “Wellness Calendar,” ensuring all stakeholders are informed.
• Set up Zoom and Team meetings, troubleshoot technical issues, and provide support to speakers to ensure smooth session delivery.
• Monitor and analyze attendance and participation trends to assess program effectiveness.
• Assist with the design, gathering, and analyzing of program metrics and feedback to measure effectiveness and impact.
• Support post-event follow up such as billing, evaluation, metric gathering and analyzing, and supplies inventory.
• Brainstorm and research new ideas, tools, techniques, and cost-effective solutions.
• Coordinate with external vendors, wellness providers, and community partners to enhance wellness-related offerings.
• Assist with special projects as needed.
• Manage complex calendars, prioritize appointments, and coordinate scheduling time and availability.
• Schedule internal and external meetings, prepare agendas, and ensure all logistics are handled efficiently and professionally.
• Arrange travel accommodations as needed and handle any related logistics.
• Prepare and edit professional correspondence, communications, reports, presentations, and other documents on behalf of senior-level leaders.
• Complete senior-level leaders’ expense reports and track for reimbursement.
• Organize, update, and maintain SharePoint sites and Yammer.
• In collaboration with subject matter experts, create and edit emails, newsletters, reports, job aids, infographics, presentations, flyers, process documentation, and newsletter announcements.
• Assist with development and coordination of messaging across multiple channels to effectively promote wellness programs.
• Identify and support ways to streamline communication of offerings across populations.
• Edit and distribute event recordings.
• Partner with other teams and workgroups on continuously improving administrative processes.
• Help track training completion status and follow up with managers and users as needed.
• Represent Vituity Wellbeing at Partnership-wide meetings; staffing resource booth, promoting wellness, and answering questions.

Qualifications

• High School Diploma or GED equivalent required.
• Two (2) years of administrative or office support, administrative analyst, or project/department coordination/support role required.
• Some college or equivalent experience required.
• Previous customer service experience preferred.
• 3-4 years of increasingly complex administrative support and project coordination experience preferred.
• Bachelor’s degree preferred.
• Ability to work independently with drive and initiative but also work well within a teamwork setting.
• Detail-oriented, organized, and flexible individual able to perform multiple tasks with varying priorities.
• General knowledge of administrative procedures and standard business office practices.
• Strong customer service with client interactions both verbally and written.
• Strong analytical skills, creative conceptualization, collaborative management ability, and oral and written communication skills.
• Demonstrated ability to handle detailed work accurately and quickly, work to deadlines on multiple projects.
• Strong customer service skills.
• Strong verbal and written communication skills.
• Ability to use office equipment and automated systems/applications/software at an acceptable level of proficiency.
• Ability to establish and maintain effective working relationships.
• Ability to read, understand, and communicate in English sufficient to perform the duties of the position.
• Intermediate to advanced MS Excel, Word, PowerPoint, and Outlook skills.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Willingness to travel occasionally for meetings and events.

Benefits

• Superior health plan options
• Dental, Vision, HSA/FSA, Life and AD&D coverage, and more
• Top Tier 401(k) retirement savings plans with a $1.20 match for every dollar up to 6%
• Generous paid time off starting 3-4 weeks annually
• Student Loan Refinancing Discounts
• Professional and Career Development Program
• EAP and travel assistance included
• Wellness program
• Purpose-driven culture focused on improving the lives of our patients, communities, and employees