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IT Program Coordinator

2 months ago

Quincy, Massachusetts, United States Mindlance Full time
COMPREHENSIVE OVERVIEW OF JOB RESPONSIBILITIES:

KEY DUTIES INCLUDE:

  • Oversee intricate administrative tasks that demand a high level of expertise, adaptability, analytical thinking, sound judgment, and decision-making capabilities.
  • Direct special initiatives by defining clear objectives; prioritize tasks; align with organizational standards when necessary; foster collaboration among internal and external stakeholders; set expectations, develop project timelines, and monitor progress while addressing challenges.

Act as the primary contact for managing the ticket queue for access requests and coordinating efforts across various teams; ensure updates to internal procedures are maintained.

Essential

  • Cultivate strong relationships with Access & Controls and Helpdesk leadership to identify and resolve procedural challenges, as well as with the Security team.
  • Collaborate effectively with senior management to coordinate support for cross-functional initiatives.
  • Work closely with the PMO Lead to oversee the processing of monthly invoices and the management of the budget system.
  • Partner with the Development team to facilitate the intake of new project submissions, ensuring accurate estimates are provided and tracked.
  • Oversee all aspects of onboarding and offboarding personnel, establishing procedures for ongoing management and coordination across various teams.
  • Implement systems to support software licensing, inventory management, and reporting, while fostering a productive relationship with the Asset Management team.
  • Manage meeting requests for the Director, including the preparation of agendas, distribution of minutes, related correspondence, and follow-up activities as necessary.
  • Send reminders for overdue action items, announcements, and status updates.
  • Attend required meetings, documenting minutes, decisions, and action items; organize meeting materials in both electronic and physical formats as needed.
  • Assist with research and analysis tasks, collecting data and preparing reports, including the creation of consolidated charts and graphs.
  • Support the drafting of system outage notifications for communication purposes.
  • Aid in the development of operational procedures, instructional materials, and memos.
  • Contribute to the creation of MS Excel charts, graphs, pivot tables, and workbooks.

DESIRED SKILLS AND QUALIFICATIONS:

  • Proven ability to perform tasks with minimal oversight.
  • Excellent interpersonal, organizational, and communication skills.
  • Strong capacity to exercise discretion and manage confidential information.
  • Ability to multitask and prioritize effectively to meet deadlines.
  • Strong analytical skills, with a focus on follow-through and problem-solving.
  • Proficient verbal and written communication skills, including documentation and presentations.
  • High level of self-awareness.
  • Proficient in Microsoft Office 365 (Word, Excel, PowerPoint, Access, VISIO).
  • Ability to quickly learn new software applications is advantageous.
  • Previous experience in an IT environment is preferred.
EDUCATIONAL AND WORK EXPERIENCE REQUIREMENTS:

  • A Bachelor’s degree or higher is preferred.
  • A minimum of 5 years of relevant experience.
  • Must maintain a distraction-free workspace during work hours and virtual meetings.
High-speed, uninterrupted internet access is required for remote work.