Project Coordinator

Overview

Provides high level of administrative support for the Office of Education within the Department of Psychiatry. Coordinates a variety of activities and projects related to the residency training program with a special focus on recruitment, graduation, orientation & onboarding, and other related activities as required. Provides support to residents on licensing, visas, and expenses/guidelines related to Resident Interest Groups. Coordinates onboarding and other related tasks for the non-accredited fellowships under the umbrella of the Residency Program. Provides administrative support to 1-2 Associate Program Directors (faculty), the residency program administrator, and the medical student education administrator.

1. Serves as principal source of information to residents, students, staff, and faculty on project activities.
2. Establishes, implements, and coordinates administrative procedures and systems.
3. Works with a variety of project management and spreadsheet software to maintain project timeline and track processes from start to finish.
4. Monitors expenditures and processes expense reports to ensure compliance with budgetary parameters and guidelines.
5. Composes substantive correspondence and written material. Assists with communication of project status and other information as necessary.
6. Determines logistical needs for meetings/events, including developing and assembling meeting materials, arranging rooms, catering and delivery as necessary.
7. Creates and maintains master spreadsheet of all resident demographic, visa, training dates, and other critical information each academic year.
8. Organizes all details of onboarding and orientation each year, including coordinating with other departments in the medical school, and serves as lead contact guiding residents through the process.

Required Skills and Abilities

1. Demonstrated proficiency in an administrative support role. Strong organizational skills and attention to detail is a must. Highly adept at multitasking; proven ability to manage multiple complex and deadline-driven priorities.
2. Demonstrated ability to manage time and resources effectively, measure and monitor progress, and redirect and prioritize efforts effectively as needed.
3. Strong communication skills.
4. Proficiency in Microsoft Office Suite, file share systems, and various web-based systems.
5. Ability to coordinate logistics and handle details related to event planning.

Preferred Skills and Abilities

1. Experience with Visa guidelines, including processing Visa paperwork. Experience with Thalamus, ERAS, and MedHub.

Principal Responsibilities

1. Provides high level administrative support for project team. Establishes, selects, implements, and coordinates administrative procedures and systems.
2. Serves as principal source of information to project team and impacted students, staff, and faculty on project activities.
3. Works with a variety of project management and spreadsheet software to maintain project timeline and track resource allocation, performance metrics and other project related information.
4. Communicates with project team as necessary to monitor and ensure timely completion of deliverables.
5. Monitors expenditures and reconciles financial statements to ensure compliance with budgetary parameters and guidelines.
6. Composes substantive correspondence and written material. Assists with communication of project status and other information as necessary.
7. Determines logistical needs for meetings, including developing and assembling meeting materials, arranging rooms, catering and transportation as necessary.
8. Oversees, instructs, and coordinates activities of support staff.
9. May perform other duties as assigned.

Required Education and Experience

Six years of related work experience, four of them in the same job family at the next lower level and a high school level education; or four years of related work experience and an Associate degree; or little or no work experience and a Bachelor degree in a related field; or an equivalent combination of experience and education.

Job Details

• Posted: 26-Mar-26
• Location: New Haven, Connecticut
• Categories: Staff/Administrative
• Internal Number: 133037WD
• Job Posting Date: 03/25/2026
• Job Category: Administrative Support
• Bargaining Unit: L34
• Compensation Grade: Labor Grade D
• Hourly Range: $31.83
• Time Type: Full time
• Work Model: Hybrid