The Vermont Program for Quality in Health Care is a 501(c) (3) nonprofit organization designated by the Vermont Legislature in 1988 as an independent, non-regulatory, peer review committee. Our organization brings together the entire spectrum of health care voices to focus on quality analysis and improvement.

Industry: Non-profit Organization Management
Company Size: 2-10 employees

Vermont Program for Quality in Health Care, Inc.

Savvy Admin PROD

**Project Coordinator **

Full-time, Exempt | Hybrid

The Vermont Program for Quality in Health Care (VPQHC) seeks a highly organized, proactive, and relationship-oriented Project Coordinator to support statewide initiatives focused on healthcare quality, patient safety, and systems improvement. This role works closely with internal teams and external partners across Vermont’s healthcare system to support the coordination and implementation of complex initiatives. Key responsibilities include project tracking and coordination, meeting management, reporting support, workflow documentation, and stakeholder communication. The ideal candidate is detail-oriented, technologically savvy, people-focused, and comfortable managing multiple priorities in a collaborative, fast-paced environment. The ideal candidate is comfortable working independently, managing competing priorities, and supporting complex initiatives with professionalism and strong attention to detail. A commitment to VPQHC’s Core Values is essential:

- ~~Leading with Compassion ~~– Fostering empathy, respect, and care.

- ~~Excellence in All We Do ~~– Holding ourselves to the highest standards.

- ~~Independent Thinking, Purposeful Collaboration ~~– Balancing independence and teamwork.

- ~~Evidence-Based Innovation ~~– Driving improvement through research, data, and creativity.

- ~~Integrity & Trust ~~– Acting with honesty, accountability, and transparency.

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**Key Responsibilities **

~~Project Coordination & Operations ~~

- Coordinate and support implementation of multiple concurrent healthcare quality improvement initiatives.

- Manage and maintain project boards, trackers, timelines, deliverables, and workflow documentation across assigned projects.

- Monitor project activities, deadlines, deliverables, reporting requirements, and submission timelines to ensure initiatives remain organized and on schedule.

- Assist with development and refinement of internal coordination processes, project workflows, and operational systems.

- Coordinate with administrative and finance staff to support project operations, reporting processes, invoicing workflows, contracts, meeting logistics, and organizational tracking activities.

~~Stakeholder Coordination & Meeting Management ~~

- Coordinate internal and external meetings, including scheduling, agenda preparation, meeting logistics, note-taking, and follow-up communication.

- Document and track meeting minutes, decisions, action items, and next steps to support accountability and timely follow-through.

- Ensure strong communication, organization, and follow-through across projects and collaborative initiatives.

- Set up and manage Zoom and Microsoft Teams meetings, including registration, breakout rooms, polling, recordings, and participant support.

- Provide responsive support and troubleshoot technology or access issues for participants and stakeholders.

- Coordinate logistics and administrative support for trainings, workshops, webinars, and stakeholder meetings, including registration, calendars, attendance tracking, CEU documentation, evaluations, and participant communications.

~~Reporting & Documentation ~~

- Coordinate development, formatting, review, and submission of reports, presentations, summaries, deliverables, and other project materials.

- Coordinate internal review and approval processes to support accurate and timely completion of deliverables and communications.

- Maintain organized project documentation, shared files, workflows, and records of submissions and reporting requirements.

~~Communications & Administrative Support ~~

- Assist with social media content, newsletters, stakeholder communications, and organizational outreach efforts.

- Create and format presentations and slide decks for internal and external audiences.

- Support coordination across multiple concurrent initiatives to maintain organization, communication, and timely follow-through.

**Qualifications **

~~Required ~~

- Bachelor’s degree or equivalent professional experience in public health, healthcare administration, business administration, communications, project coordination, nonprofit management, or a related field. At least two years of experience in project coordination, healthcare administration, operations, training coordination, or a related role.

- Demonstrated experience coordinating projects, meetings, timelines, stakeholder communications, and operational workflows.

- Strong proficiency in Microsoft Office Suite, Zoom, Microsoft Teams, and project management platforms.

- Exceptional organizational, and time management skills, with strong attention to detail.

- Excellent written and verbal communication skills and strong interpersonal abilities.

- Ability to work collaboratively while independently managing responsibilities and priorities.

~~Preferred ~~

- Experience in healthcare quality improvement, public health, nonprofit organizations, or healthcare operations.

- Familiarity with healthcare-focused quality improvement initiatives and project coordination workflows.

- Experience supporting grant-funded initiatives, reporting requirements, or statewide collaboratives.

- Experience using project management and workflow platforms such as Monday.com.

- Knowledge of Vermont’s healthcare landscape and rural health challenges.

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**Work Atmosphere **

This role is performed within a professional, collaborative, mission-driven office environment. Hybrid work arrangements are available, with regular in-person collaboration expected. Occasional travel throughout Vermont may be required.

** **

**To Apply: **Submit your cover letter & resume to Hillary Wolfley, Executive Director (hillaryw@vpqhc.org).

** **

** **

Project Coordinator

**Administrative & Operations Assistant **

Part-Time (24 hours per week) | Hybrid

The Administrative & Operations Assistant provides administrative and operational support to the Executive Director and serves as a key point of coordination for Board of Directors activities, organizational meetings, and select operational functions. This role also supports engagement and coordination with board members, community partners, and collaborators across organizational initiatives. Responsibilities include executive calendar management, meeting and board coordination, governance support, and accurate handling of administrative and documentation processes to ensure smooth day-to-day operations. The position requires exceptional attention to detail, strong organizational and communication skills, professionalism, discretion, and the ability to manage multiple priorities with reliability and follow-through. The ideal candidate will be highly proficient in Microsoft Outlook, Zoom, and Microsoft Teams and comfortable supporting seamless communication and meeting execution across both virtual and in-person environments. This is a highly trusted role within a mission-driven organization focused on advancing healthcare quality, safety, and innovation across Vermont. Part-time position scheduled for 24 hours per week. A commitment to VPQHC’s Core Values is essential:

- Leading with Compassion – Fostering empathy, respect, and care.

- Excellence in All We Do – Holding ourselves to the highest standards.

- Independent Thinking, Purposeful Collaboration – Balancing independence and teamwork.

- Evidence-Based Innovation – Driving improvement through research, data, and creativity.

- Integrity & Trust – Acting with honesty, accountability, and transparency.

**Key Responsibilities **

~~Executive Director ~~

- Manage the Executive Director’s calendar using Microsoft Outlook

- Coordinate meetings and prepare materials

- Track follow-ups and support timely completion of action items

- Provide administrative support including expense reporting, travel coordination, registrations, and related logistics

- Assist with preparation, organization, and distribution of documents and correspondence as needed

~~Board of Directors ~~

- Coordinate Board meetings, including scheduling, agendas, and logistics

- Prepare, organize, and distribute board packets and supporting materials

- Attend Board meetings and take accurate, timely minutes

-  Maintain organized records of board governance documents and communications

-  Support the development and maintenance of positive relationships with board members, community partners, and collaborators across organizational initiatives.

~~Meeting, Training & Events ~~

- Assist with the coordination and execution of meetings, trainings, and events across virtual, hybrid, and in-person formats

- Support scheduling, invitations, participant communications, and materials distribution

- Schedule and support Zoom and Microsoft Teams sessions, including technical assistance with access, screen sharing, recording, troubleshooting, etc.

- Ensure smooth execution of meetings and trainings from setup through follow-up

- Distribute agendas, materials, notes, and action items in a timely manner

~~Administration & Operations ~~

- Prepare, format, and distribute organizational documents, reports, and correspondence

- Support with human resources-related needs

- Maintain organized digital filing systems and shared drives

- Support general administrative workflows across the organization

- Assist with coordination of affiliated administrative responsibilities, including condo association support

~~Finance & Documentation ~~

- Track and organize credit card receipts and supporting documentation

- Support expense documentation and reconciliation preparation

- Support maintaining accurate records for audit and reporting purposes

**Qualifications **

~~Required ~~

- Demonstrated experience in executive support, administrative coordination, or a similar role

- Strong proficiency in Microsoft Outlook, Zoom, and Microsoft Teams

- Experience managing complex calendars and scheduling across multiple stakeholders

- Experience supporting meetings, including minute-taking or formal documentation

- Exceptional attention to detail and high accuracy in administrative work

- Strong organizational and follow-through skills

- Ability to manage multiple priorities reliably and independently

- Strong written and verbal communication skills

- High level of discretion with confidential information

~~Preferred ~~

- Experience in nonprofit, healthcare, or governance environments

- Familiarity with board operations and meeting processes

- Experience coordinating trainings, events, or learning sessions

- Basic experience with financial documentation or administrative finance tasks

- Comfort working in hybrid/remote environments

We recognize that candidates may not meet every preferred qualification listed above. We are committed to supporting and training the right person who brings strong organizational skills, professionalism, initiative, and a willingness to learn!

**Working Conditions **

Primarily in-person, with a flexible hybrid schedule that includes regular remote work opportunities. Occasional travel and attendance at in-person meetings or events may be required.

**To Apply: ** Please submit cover letter & resume to Hillary Wolfley, Executive Director (hillaryw@vpqhc.org).

Administrative & Operations Assistant

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Vermont Program for Quality in Health Care, Inc.

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