Program Coordinator, Value-based Initiatives - Art & Wellness Enterprises : Job Details

Heartland Whole Health Institute is a non-profit that addresses physical, mental, emotional, and social well-being by working with health systems, employers, and communities to redesign health care delivery.

The Program Coordinator, Value-based Initiatives is a key position that provides project coordination and administrative support to the Chief Medical Officer and the full Value-based Initiatives team. This role manages all forms of communication, scheduling, travel, budgets, and protocols related to the full Value-based Initiatives team while also liaising team business functions in coordination with Art + Wellness Enterprises (AWE) partners. This role requires a strong combination of organizational skills, high attention to detail, and the ability to prioritize and manage multiple tasks in a dynamic, fast-paced environment. This role works closely with all roles, including other coordinators, analysts, project managers, etc. on other administrative initiatives that collectively support the organization. This role involves complex duties requiring significant discretion in handling highly confidential information and sensitive matters, as well as the ability to proactively balance multiple tasks.

Essential Duties and Responsibilities

Executive Support:

• Coordinate Value-based Initiatives team scheduling and logistics needs, primarily supporting the schedule of the Chief Medical Officer.
• Organize internal and external meetings, events, and guest visits and ensure proper setup, including ordering food and beverages (as required), notifying attendees, managing logistics, drafting and distributing agendas, and providing a seamless and professional experience.
• Coordinate travel logistics for Value-based Initiatives team events, including flights, transportation, lodging, and any other travel support as needed.
• As needed, accurately record and distribute detailed meeting notes, action items, and key decisions from meetings, ensuring clear communication and follow-up on tasks and deadlines.
• Track, monitor, and follow up on projects and action items for the Value-based Initiatives team, collaborating closely with the CMO and other department leaders to provide regular updates on outstanding tasks.
• Create, track, and regularly review departmental budget for Value-based Initiatives team, including the preparation of business expense reports.

Business Support and Operations:

• Assist with clinical programs, services, and initiatives that promote equitable access to whole person care and innovative practice delivery models that promote the adoption of Value-based Care.
• Plan and execute clinical programs and educational events (on-site and off-site) as directed (such as speaking engagements and conferences) including any associated Continuing Medical Education (CME) and Continuing Education Units (CEU) applications.
• Represent the organization at events and convenings.
• Track, monitor and execute on special projects assigned by the Chief Medical Officer including supporting team-wide gatherings, community convenings and other community activities.
• Work closely to coordinate meetings and events with the Northwest Arkansas Health Care Transformation Division, health system CEOs, physician leaders, insurance representatives and others.
• Maintain accurate and up-to-date Salesforce records by entering and updating information from Value-based Initiatives leadership calendars and other verified sources in a timely manner.
• Assist with Board of Directors meeting logistics.
• Liaise with AWE to ensure seamless communications and utilization of AWE services for the Value-based Initiatives team, for special projects and operational alignment:
• With AWE Tech to ensure tech needs are consistently met for Value-based Initiatives team, including hardware and software needs, SharePoint, Asana, and Salesforce, Workday, Adaptive, etc.
• With AWE Finance to lead budget management processes, including monthly close processes, variance reporting, quarterly projections, and annual budgeting.
• With AWE HR for personnel matters for Value-based Initiatives team, including hiring and onboarding.
• With AWE Procurement to manage key vendor and partner relationships for Value-based Initiatives team including sourcing, contract negotiation and execution; liaise with internal and external partners as required.

Guest Services and Special Events:

• Coordinate VIP meetings, including coordinating catering needs, tech support, and guest needs.
• Provide tours of HWHI building for Value-based Initiatives guests and other VIP visitors.
• Support planning and execution of special events.
• Other duties as assigned.

Required Skills and Experience:

• Bachelor's degree in business administration, management, health/science or a related field preferred.
• 13 years of experience providing administrative support and coordinating projects, with high-level support experience preferred. Event planning and resource allocation experience a plus.
• Experience working in healthcare or public health settings (e.g., hospitals, provider practices, or health systems) preferred, including familiarity with clinical workflows and collaboration with provider staff; background in healthcare administration or clinical support roles a plus.
• Proficient in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
• Experience with Asana, Salesforce, Workday, Adaptive, or similar technology platforms preferred, along with the ability to learn new software applications.
• Demonstrated competence in tracking, coordinating, and follow-up of competing priorities and projects.
• Natural problem solver, detail-oriented, and highly collaborative.
• Adaptable and flexible when working with individuals across various roles and responsibilities.
• Strong organizational skills with the ability to prioritize tasks and manage time effectively.
• Excellent communication skills (written, verbal, and presentation).
• High level of professional integrity and the ability to handle sensitive and confidential information with discretion.
• Ability to work independently and collaboratively as part of a team.
• Skilled in multitasking and critical thinking in a fast-paced environment where change is constant.

Physical Demands and Work Environment:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical demands: In the work environment described, position requires sitting at a desk and utilizing a computer and a telephone for prolonged periods of time and good eye/hand coordination, bending and stretching, and physical stamina to lift and transport a minimum of 10 pounds. Visual acuity to review written materials is required for this job.

Work environment: Work is performed full-time (Monday-Friday, 8 a.m.-5 p.m.) in a professional, climate-controlled office environment with standard office equipment, including computers, printers, and telephones. This role requires working in an open setting near colleagues. The noise level is typically low to moderate. The role also requires interaction with both the public and internal team members in a professional and courteous manner. Some local travel will be required, and a flexible schedule may be necessary to accommodate business needs, including occasional evening and weekend work hours.