Training & Project Coordination Specialist

Job Overview:

The Training & Project Coordination Specialist serves as a key operational leader within the Training & Staff Development department, translating the Director’s strategic priorities into effective day-to-day execution. This role oversees the department’s active project portfolio, coordinates cross-functional initiatives and logistics, conducts initial quality reviews of staff deliverables, and provides guidance and mentorship to junior team members to promote consistency, efficiency, and high-quality outcomes.

Essential Responsibilities:

· Manage the department’s active project portfolio, including 10+ concurrent projects and 70+ active tasks, ensuring priorities, timelines, milestones, and deliverables remain on track.

· Maintain project tracking systems, including the Director’s To-Do Tracker and Microsoft Loop, ensuring task status, ownership, deadlines, and project information remain accurate and current.

· Lead weekly team meetings by collecting project updates, identifying barriers, assigning action items, documenting decisions, and distributing timely meeting recaps.

· Monitor project milestones and proactively identify and escalate risks, delays, competing priorities, and resource needs to the Director before deadlines are impacted.

· Coordinate cross-departmental initiatives and operational logistics with HR, Recruitment, IT, Quality, Compliance, and other stakeholders to support effective training delivery and workflow alignment.

· Serve as the primary operational point of contact for routine cross-departmental requests, resolving issues and coordinating follow-up while minimizing the need for Director involvement in day-to-day matters.

· Manage the Training Request intake process by documenting requests, clarifying scope and requirements, coordinating with requesting departments, and presenting prioritized recommendations to the Director.

· Conduct first-pass quality reviews of departmental deliverables, including training materials, presentations, recordings, LMS configurations, communications, trackers, and other work products, prior to Director review.

· Ensure staff deliverables meet established departmental standards, including SOP requirements, templates, brand guidelines, data accuracy, formatting, completeness, and overall quality.

· Provide ongoing coaching, feedback, and mentorship to the Training Analyst, Trainer, and other junior team members, including supporting onboarding and development of new staff.

· Monitor team task completion and work quality, identify recurring issues or performance trends, provide appropriate feedback, and escalate documented concerns to the Director as needed.

· Serve as a backup trainer for orientation and compliance training programs, including delivering full-day, in-person sessions at the Spring Valley and Brooklyn offices when needed.

· Oversee orientation and training logistics, including roster and calendar coordination, room and equipment readiness, HR communication, pre-course requirements, and adherence to established orientation SOPs.

· Support departmental reporting and performance management by coordinating data collection, maintaining SOP compliance indicators, and assisting with monthly 30/60/90-day reporting and related departmental summaries.

· Maintain core departmental operations and systems, including the SharePoint Operations Hub, Microsoft Loop workspaces, SOP Inventory, survey cadence, and outstanding IT requests, ensuring operational activities remain organized, current, and appropriately escalated.

· Perform other duties as assigned.

Specific Knowledge, Skills & Abilities:

· Excellent written and verbal communication skills.

· Detail-oriented with a bias toward documentation and process discipline.

· Strong facilitation and presentation skills.

· Experience mentoring or guiding junior staff: providing feedback, reviewing work, and supporting professional development.

· Familiarity with LMS platforms (Absorb or equivalent enterprise LMS preferred).

· Experience with Smartsheet, project management tools, or dashboard reporting.

· Proficiency in instructional design frameworks (ADDIE) and training evaluation models (Kirkpatrick).

Requirements
Experience, Education & Licenses:

Bachelor's degree required.
3+ years of experience in project management or coordination, training operations, or a senior trainer role, preferably within a healthcare, managed care, or compliance-driven environment.
Healthcare or managed care background required.
Strong proficiency in Microsoft 365.
Demonstrated ability to manage multiple concurrent projects with competing deadlines.