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Project\/Program Coordinator

1 month ago

Salem, United States The Judge Group Full time

Our client is currently seeking a Project/Program Coordinator for a W2 position
Job Description:
Our
direct client is looking for a Project Coordinator to deliver a
comprehensive, flexible, multi-program solution in alignment with the IT
Strategic Plan that will ultimately support development and implementation
of replacements for all agency legacy systems. The current phase of the
project is working to replace three systems. The general job tasks are listed below.
Project Management Coordination
Capture,
update, and maintain Risks, Actions, Issues, and Decisions (RAID) Log as
identified during project meetings or by Project Leadership.
Collect
Issues/Risks from other partners (such as oversight groups, iQMS, and
Software Integrator vendors) and prepare materials for collaborative
review meetings.
Facilitate
and maintain project deliverable management processes to ensure quality
and acceptance using established procedures, tools and templates -
including tracking, storage and disposition of deliverables.
Assist
and support Project Leadership in vendor management processes, including
updated Statement of Work (SOWs) and amendments.
Perform
routine SharePoint repository maintenance and clean-up.
Ensure that
project records and artifacts are organized and prepared for project
completion and close-out.
Assist
Project Leadership in uploading/maintaining project documentation on the
State Project Portfolio Management (PPM) tool.
Assist
Project Leadership in project budget planning (cost projections for
staffing, deliverables, etc), monitoring and accounting (such as tracking
and reconciliation of invoices).
Assist
in coordination and collection of baseline and final Project Success
Metrics using identified measurement guidelines.
Create
and maintain planning documentation and progress updates for areas of
assigned responsibilities.
Coordinate
project activities, workshops and meetings with internal and external
business partners.
Assist
project leadership in updating and maintaining the integrated project
schedule and timelines to support with project performance reporting.
Compile
(or assist project leadership in the compilation of) regular status
reporting for executive leadership and governance bodies.
Project Team Support
Support
the Project Team by maintaining core documentation (RAID Log, Meeting
Matrix, Stakeholder Register, Operating Agreements, etc.).
Regularly
review upcoming project meetings to ensure appropriate attendees are
included and prepared for meetings.
Coordinate with planned
facilitators to ensure coverage of meeting notes - volunteering as needed.
Ensure
coverage for scheduling/rescheduling of appointments and project resources
(rooms, projectors, etc.).
Support
the project team in coordinating deliverable reviews, feedback collection,
compilation and disposition.
Assist
the Project Team by creating and/or updating planning documentation to
achieve desired outcomes in Project Activities or Tasks.
Capture
initial documentation/notes from team and stakeholder requests onto Change
Request form.
Project Administrative Support
Prepare
meeting packets as necessary, coordinating with the Project Team and
Project Leadership for agenda topics and supporting materials.
Capture
real-time meeting notes while screensharing to ensure accuracy -
performing follow-up on action items as needed to support efficiency of
future meetings.
Assist
Project Leadership in compilation of position/recruitment materials,
including position descriptions, recruitment postings and interview
preparations.
Facilitate
the onboarding process for new contractors/team members (System access
requests, HR paperwork, badges, etc.).
Monitor
the Project Mailbox and create/maintain guidelines for shared
collaboration and usage.
Create
and implement administrative project processes, procedures and guidelines
- making recommendations for existing processes to improve efficiency.
Assist
Project Leadership by providing support for monitoring/maintaining
calendars and advising of commitments. If available and interested, apply now. W2 only.