The Special Projects Coordinator provides project coordination, administrative support, implementation assistance, and consistent follow-through for Informatics initiatives and other assigned projects across Dallam Hartley Counties Hospital District (DHCHD). This position works directly under the Director of Clinical Informatics and serves as a key resource for projects that cross departments, systems, and service lines. The Special Projects Coordinator helps move projects from planning through implementation and completion by organizing timelines, coordinating communication, tracking responsibilities, documenting progress, and ensuring outstanding items receive appropriate follow-up. While housed within the Informatics Department, this position may coordinate specific organizational projects as assigned by the Director of Clinical Informatics in collaboration with Administration and other department leaders. This is an on-site position and requires regular, in-person collaboration with DHCHD employees, departments, leadership, providers, and other stakeholders.
Essential Duties and Responsibilities:
Informatics Support Assist the Director of Clinical Informatics with the implementation, optimization, maintenance, and coordination of clinical and operational information systems. Coordinate Informatics projects involving clinical departments, Business Office, Revenue Cycle, Administration, IT vendors, and other departments as assigned. Assist with system implementations, upgrades, testing, workflow changes, and go-live activities. Coordinate meetings, timelines, testing schedules, training activities, implementation plans, and follow-up related to Informatics projects. Help identify workflow issues, communication gaps, and outstanding system needs and ensure they are routed appropriately for resolution. Track Informatics requests and projects from initiation through completion. Assist with the development and maintenance of workflows, reference materials, process documentation, training materials, and standard operating procedures. Coordinate with third-party technology, software, and service vendors as directed by the Director of Clinical Informatics. Assist with employee education and communication regarding system changes, new processes, implementations, and technology-related initiatives. Support data collection, reporting, auditing, validation, and other Informatics activities as assigned. Maintain appropriate documentation of project decisions, system changes, testing, approvals, and completed work. Special Projects Coordination Coordinate specific projects assigned by the Director of Clinical Informatics. Support organizational projects involving Informatics, technology, workflow, process improvement, implementation, or other operational priorities. Develop and maintain project plans, timelines, task lists, deadlines, and status reports. Track project deliverables and follow up with responsible individuals regarding outstanding items. Identify project dependencies, barriers, delays, and unresolved issues and communicate them promptly to the Director of Clinical Informatics. Coordinate projects involving multiple departments and help maintain consistent communication among all stakeholders. Schedule and facilitate project meetings as appropriate, document action items, and track follow-up responsibilities. Assist with research, information gathering, organization, and preparation related to assigned initiatives. Assist departments with implementing new processes and workflows associated with assigned projects. Maintain organized electronic project files and documentation. Provide regular project updates to the Director of Clinical Informatics, including completed milestones, outstanding items, barriers, and upcoming deadlines. Assist with additional implementations, operational improvements, and organizational initiatives as assigned.
Qualifications:
Education and Experience High school diploma or equivalent required. Associate or bachelor's degree in healthcare administration, health information technology, information systems, business administration, project management, or a related field preferred. Healthcare experience preferred. Experience with healthcare information systems, electronic health records, project coordination, process improvement, administrative support, healthcare operations, or a related area preferred. Equivalent combinations of education and relevant experience may be considered. Knowledge, Skills, and Abilities Excellent organizational and time-management skills. Strong written and verbal communication skills. Ability to coordinate multiple projects and competing priorities. Strong attention to detail and follow-through. Ability to work independently while operating within established authority and direction. Ability to collaborate effectively with clinical, operational, technical, and administrative teams. Ability and willingness to learn new technology and healthcare applications. Strong working knowledge of Microsoft 365 applications. Ability to organize and interpret information, workflows, reports, and project documentation. Strong problem-solving skills and ability to assist with developing practical solutions. Understanding of confidentiality requirements and HIPAA. Ability to communicate professionally with employees, leadership, physicians, vendors, and external partners. Preferred Attributes The ideal candidate is organized, dependable, resourceful, approachable, and comfortable working in an environment where priorities can change quickly. This individual should enjoy solving problems, bringing organization to complex projects, connecting people and information, and seeing projects through to completion. The successful candidate understands that project coordination is more than scheduling meetings and maintaining task lists. It requires communication, accountability, relationship building, problem solving, initiative, and consistent follow-through. Work Environment This is an on-site position within Dallam Hartley Counties Hospital District. Regular physical presence is an essential component of the role due to the collaborative and cross-departmental nature of Informatics and special-project work. The position requires regular interaction with employees and departments throughout DHCHD facilities and may require participation in meetings, implementations, training, troubleshooting, and project activities outside the Informatics Department. Organizational Expectations All employees of Dallam Hartley Counties Hospital District are expected to support the District's commitment to providing quality healthcare to our rural community while inspiring hope and improving the health and well-being of every patient. The Special Projects Coordinator is expected to represent DHCHD professionally, protect confidentiality, support the work of the Informatics Department, collaborate across departments, and contribute positively to the culture and mission of the District. Other Duties This job description describes the general nature and level of work performed by individuals assigned to this position and is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Duties and responsibilities may be modified, and additional responsibilities may be assigned based on the operational needs and priorities of Dallam Hartley Counties Hospital District.
