Program Coordinator – Communications – OFMD Full-time NEW

Program Coordinator I – Continuous Improvement

The Operations & Facilities Management Department (OFMD) at WashU Medicine provides essential services that sustain the medical campus' mission of excellence in patient care, research, and education. Guided by our PRIDE+ Core Values of Professionalism, Respect, Integrity, Dedication, Excellence, and Mutual Support, we foster a culture of accountability, service, and collaboration across the medical campus.OFMD manages the maintenance and operation of more than 65 buildings, encompassing over 14.8 million gross square feet, including the 11-story, 609,000-square-foot Neuroscience Research Building (NRB), home to one of the world's largest concentrations of neuroscientists. Our team delivers operational and administrative support, strategic planning, and project management to ensure efficient, safe, and innovative facility operations.As WashU Medicine continues to expand its clinical, research, and teaching footprint across and beyond campus, OFMD remains a trusted partner, driving excellence through seamless facility management and unwavering support of the university's mission.

The Program Coordinator I – Continuous Improvement plays a vital role in advancing the mission of the Operations & Facilities Department (OFMD) at WashU Medicine and the Facilities Planning & Management team on the Danforth campus. This position provides comprehensive coordination, administrative, and logistical support to the Administrative and Campus Service Operations team and the overall department, with a strong focus on employee engagement, training and development, departmental programs, and university initiatives.

Primary Duties & Responsibilities:

Program & Operational Support

• Provide day-to-day operational coordination for departmental programs, including People + Place, Training and Development, and Continuous Improvement initiatives.
• Support program logistics such as scheduling, agenda development, room reservations, catering coordination, event materials, and budget tracking.
• Maintain departmental email lists, program contact lists, and distribution groups.

Training & Development

• Assist with the development, coordination, and delivery of technical trainings, including computer training and Microsoft Office applications (Excel, Outlook, PowerPoint).
• Coordinate training sessions such as Facilities Management Professional (FMP) Training and technical trainings, including setup, follow-up, materials preparation, and catering.
• Provide training facilitation to OFMD staff as assigned.

Employee Engagement & Community Outreach

• Coordinate employee engagement events and initiatives, including Spirit Week, Kindness Day, holiday socials, campus tours, and similar activities.
• Support community outreach efforts such as food drives, clothing donations, 50/50 raffles, and other department-wide engagement events.
• Partner with HR and department leadership to support onboarding meetings, onboarding surveys, and recognition programs.

Communications & Reporting

• Assist with program communications, including drafting and editing content for the OFMD newsletters, Employee surveys, flyers, presentations, and internal announcements.
• Maintain, review, and update the OFMD Staff Resources website, ensuring accuracy, accessibility, and compliance with university standards.
• Provide benchmarking support and assist with departmental KPIs and reporting as assigned.

Administrative & Executive Support

• Manage scheduling and calendar coordination for the Executive Director, Administration & Campus Service Operations, including meeting preparation, catering orders, and materials organization.
• Support team and program meetings, committee work, and associate work groups.
• Process office needs such as supply ordering, signage, badge/computer requests, and general office organization.
• Maintain Green Office program efforts and support sustainability initiatives.

Collaboration & Cross-Coverage

• Work collaboratively in a cross-functional team environment and provide backup support to other team members as operational needs arise.
• Perform other duties as assigned in support department and university objectives.

Working Conditions:

Job Location/Working Conditions

• Normal office environment.
• Ability and willingness to work occasional evening and weekend hours both on-campus and off-campus in service to community partners and to the institute's mission.

Physical Effort

• Typically sitting at a desk or table.

Equipment

• Office equipment.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education:

High school diploma or equivalent high school certification or combination of education and/or experience.

Certifications /Professional Licenses :

No specific certification/professional license is required for this position.

Work Experience:

Relevant Experience (3 Years)

Skills:

Not Applicable

Driver's License:

A driver's license is not required for this position.

More About This Job

WashU seeks highly motivated individuals who are able to perform duties in a manner consistent with our core mission and guiding principles.

Preferred Qualifications

Education:

Bachelor's degree

Certifications /Professional Licenses :

No additional certification/professional licenses unless stated elsewhere in the job posting.

Work Experience:

Administrative Or Coordination Role In A Facilities Environment (4 Years), Higher Education, Medical School, Healthcare, Or In Facilities Planning And Project Management (4 Years)

Skills:

Adaptability, Budgeting, Community Organization, Continuous Improvement, Customer Service, Deadline Management, Detail-Oriented, Educational Institutions, Engagement Programs, Fast-Paced Environments, Interpersonal Communication, Microsoft Office 365, Oral Communications, Organizational Processes, Problem Resolution, Project Coordination, Self Motivation, Sound Judgment, Stakeholder Relationship Management, Time Management, Training Programs, Willingness to Learn, Workday HCM, Working Independently, Written Communication

Grade

G08-H

Salary Range

$21.17 – $32.85 / HourlyThe salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email CandidateQuestions@wustl.edu or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.
• Competitive health insurance packages with priority appointments and lower copays/coinsurance.
• Take advantage of our free Metro transit U-Pass for eligible employees.
• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family