Project Coordinator - Illinois College of Osteopathic Medicine (IllinoisCOM)

About the Position The Project Coordinator role within the Illinois College of Osteopathic Medicine (IllinoisCOM) at The Chicago School will collaborate closely with cross-functional teams to support the development and launch of our new medical school program. IllinoisCOM is The Chicago School's fourth academic college, and it will enroll its first class of students in fall 2026. This position will ensure effective communication, timely task completion, and adherence to project timelines across the major phases of our medical school implementation. Successful candidates will possess excellent organizational skills, a strong ability to multitask, and experience working with executive leaders within higher education and occasionally corporate settings. This is a Chicago-based position that will be eligible for remote/hybrid work. This position will require occasional onsite support at the Chicago campus and may also require occasional travel to support initiatives across other campus locations in Southern California, Washington D.C., and Dallas. The Project Coordinator will report to the Dean of IllinoisCOM at The Chicago School and will collaborate with faculty and staff across IllinoisCOM and the greater university community. Key Responsibilities Project Planning and Scheduling: Develop project plans, timelines, and milestones for the critical tasks spanning our medical school development and implementation timeline. Coordinate with team members across pre-clinical curriculum development, clinical program implementation, strategic initiatives, and other areas to ensure tasks are clearly defined, assigned, and scheduled appropriately. Communication: Act as a central point of contact for project-related communication across multiple departments and external stakeholders. Maintain open channels of communication between team members, faculty recruitment committees, vendor partners, and accreditation bodies. Provide regular updates on project progress, potential issues, and solutions to senior college and university leadership. Task Coordination: Monitor complex project tasks including curriculum mapping, vendor contract negotiations, preceptor credentialing, clinical rotation development, and faculty onboarding processes. Identify potential delays or roadblocks while working proactively to address them. Meeting Management: Coordinate project leadership meetings related to all critical areas of implementation. Manage pre-meeting logistics including collecting and distributing agendas and status reports on overall program development. Handle in-meeting logistics such as taking detailed meeting minutes, and post-meeting follow-up on action items related to accreditation requirements, and milestone deliverables. Documentation: Maintain accurate and up-to-date project documentation in an orderly manner in order to report out on overall progress. Ensure that all project-related documentation supporting the IllinoisCOM launch is properly organized and accessible to the team. Specialized Coordination Support: Assist with coordination of medical education-specific initiatives including anatomy lab planning, simulation equipment procurement, Canvas LMS implementation, assessment framework development, and clinical rotation manual creation. Support coordination between university and IllinoisCOM-specific hiring to ensure seamless integration of new team members. Continuous Improvement: Identify opportunities to streamline processes and improve project coordination efficiency across the complex medical school development timeline. Propose and implement process enhancements based on lessons learned from curriculum development, hiring processes, and vendor management experiences. Other duties as assigned. Qualifications Bachelor's degree required; Master's degree preferred. 2+ years' experience as an administrative leader or as a project coordinator for executives, ideally within medical education, healthcare, or complex academic program development. Project Management certification preferred. Required Skills Strong ability to take initiative, navigating ambiguity and shifting priorities across multiple simultaneous projects in a fast-paced medical school development environment. Strong organizational skills, staying on top of multiple complex projects while keeping projects on track with multiple executives and teams. Experience with curriculum development, faculty recruitment, facility planning, and regulatory compliance requirements Ability to build relationships and navigate a matrixed organization to achieve results without direct oversight of teams, particularly important when coordinating between academic departments, administrative units, and external vendors. Exceptional written and verbal communication skills, with deliverables drafted with an emphasis on concise, precise communication suitable for diverse audiences including faculty, administrators, vendors, and regulatory bodies. Positive, team-oriented attitude and a collaborative working style essential for success in this foundational role supporting the launch of IllinoisCOM. Compensation & Benefits This opportunity is budgeted at $28.21 - $33.33 base compensation. Additional compensation factors may impact total compensation. To learn more about our competitive benefits and additional rewards, including generous paid time-off, medical and dental insurance coverage, life and disability insurance, retirement plan with employer contribution, multiple flexible spending accounts, tuition reimbursement, click the link below. The Chicago School is an Equal Opportunity Employer. Please note: For the protection of faculty, staff, students, and all who enter our facilities, The Chicago School strongly recommends that all employees are fully vaccinated for COVID-19 per CDC guidance. For more than four decades, The Chicago School has been a leading nonprofit university dedicated to training professionals for careers that improve the integrated health of individuals, organizations, and communities across the globe. Grounded in the values of education, innovation, community, and impact, The Chicago School offers 40+ distinct academic programs at campuses across the country (Washington DC, Chicago, Dallas, Southern California) and online, educating over 6,000 students annually in fields across integrated health. The Chicago School is accredited by the Western Association of Schools & Colleges Senior College and University Commission (WSCUC). The Chicago School is also an affiliate of The Community Solution, a network of nonprofit higher education institutions that works collaboratively to advance institutional sustainability, increase student success, and enhance community impact.