Project Coordinator
Availity - Jacksonville, FL

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The Project Coordinator is responsible for performing advanced, diversified and confidential business management and administrative duties requiring in-depth, broad and comprehensive experience. Reports to the Chief of Staff and Head of Alliance Management and has regular contact with senior staff and mid-management to senior level external customers. Coordinates program plans and duties across the Alliance Management team and supports the completion of those duties. Responsible for planning multi-payer meetings with customers and assuring appropriate documentation such as agendas and presentations are completed on time and with high quality. Compiles and prepares reports, presentations, and/or spreadsheets. Analyzes data and makes recommendations. Assists in departmental budget preparation. Prepares routine and non-routine correspondence and memoranda. Maintains calendar of Chief of Staff. Resolves routine and complex inquiries. Will coordinate several special projects; often in parallel. Works in a team environment and will support multiple team members. Work assignments are complex in nature, where judgment, tact, confidentiality and initiative are required to resolve problems.


Administrative duties for Chief of Staff
Travel coordination
Expense report processing
Monthly Business Review (MBR) meeting setup
Senior Leadership Team (SLT) meeting setup
Budget development and planning. Analyzes and researches differences in budget versus actual results
Compiles data and prepares a variety of reports, presentation, and/or spreadsheets; analyzes data. Conducts research, makes assessments, interprets data and makes recommendations to management. Data compiled for reports are accurate and presented in an organized manner.
Manages and maintains Chief of Staff’s calendar and arranges meetings/appointments as needed. Notifies attendees. Prepares agendas. Prepares materials for presentations. May attend meetings and take meeting minutes. Makes necessary meeting arrangements
Sets up and maintains files of documents and records, ensuring accurate and logical organization of files. Maintains confidential files as necessary
Business Management Duties
Close coordination with CEO Executive Assistant for meeting planning and Board Book preparation
Board Prep & Debrief meeting coordination with owners (non-Board Alliance counterparts)
Multi-Payer Meetings with Owners. Includes meeting planning, preparation, and setup with Principal, Alliance Management and Chief of Staff.
Being present during meetings to take notes and action items. Drive action items to completion with responsible parties.
Availity Strategic Advisory Panel (2x per year)
Availity Business Forum (6 x per year)
Ad-hoc meetings on occasion for special topics
Work with Chief of Staff to develop and maintain “Corporate Rhythm” calendar
Financial planning process
Board meeting management
Alliance annual calendar
All employee meetings
Human resources/performance management activities
Owner company profiles
Master list of Alliance key contacts & roles
Coordination with Alliance Managers & Analysts for high-value reporting in executive summary formats
Annual Alliance Plans – coordination & planning of meetings with key stakeholders across company
Other special projects as assigned


Minimum of 5 years progressive administrative experience
Experience managing executive-level travel schedules
Typing skills of 50+ WPM
Mastery of MS Word, Excel, PowerPoint
Excellent written and verbal communication skills
Ability to work independently under general instructions
Ability to work with senior management and executive level clients
Ability to establish and maintain effective working relationships, supporting Chief of Staff and other team members
Demonstrated ability to use discretion and make sound decisions
Ability to keep confidences and manage confidential information appropriately
Ability to work under pressure against tight deadlines
Exhibits all Availity core competencies


Healthcare industry experience
Experience working in an entrepreneurial company


Prior experience supporting an executive level position in a corporate environment
Associates Degree or 1 to 2 years of college or two year post-secondary school or the equivalent in professional certifications


Bachelor’s Degree