Program Coordinator, Wellbeing

Role Description

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

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 skills 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 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 that offers a $1.20 match for every dollar up to 6% plus discretionary profit-sharing contributions.

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.