IT Project Coordinator

2 weeks ago

Arlington, Virginia, United States Catholic Diocese of Arlington Full time

Application Instructions: Please include a brief cover letter with your resume.

POSITION OVERVIEW:

The Office of Information Technology is tasked with the selection, implementation, and support of software, hardware, and telecommunications resources for the staff members of the Central Administrative Offices of the Catholic Diocese of Arlington, the Arlington Catholic Herald, and Catholic Charities of the Diocese of Arlington. The infrastructure operates within a dual-domain environment featuring a single Active Directory forest and encompasses multiple remote Catholic Charities Offices. The Catholic Charities network functions as a Wide Area Network (WAN) with remote sites connected via Virtual Private Network (VPN), while the Central Administrative Offices operate as a Local Area Network (LAN) supporting the immediate campus.

The IT Project Coordinator plays a crucial role in organizing project documentation and coordinating essential resources, including personnel and consultants, to ensure the successful execution of IT initiatives. This position involves facilitating project reporting and analysis under the guidance of the Director. Strong time management skills are essential, as the role requires continuous monitoring and control of various project elements. The coordinator must possess robust executive administrative capabilities, along with foundational knowledge of budgeting and reporting.

KEY RESPONSIBILITIES:

  • Collaborate with the executive sponsor, subject matter experts, stakeholders, and technical resources to draft project charters.
  • Assist in the creation of work breakdown structures, project plans, stakeholder matrices, and communication strategies using established templates.
  • Recommend task assignments for both internal and external technical project resources based on the work breakdown structure.
  • Support the evaluation of project risks and contribute to the development of mitigation strategies.
  • Organize project status meetings with technical resources, stakeholders, and subject matter experts, including scheduling, identifying participants, and distributing meeting minutes.
  • Draft and coordinate project communications as outlined in the communication plan.
  • Monitor project progress and prepare status reports.
  • Create presentation materials for status meetings, such as analytical reports or PowerPoint slides.
  • Oversee progress and schedule sign-off reviews for key milestones and deliverables.
  • Manage the receipt of vendor invoices and review/approve payments for authorized services.
  • Track project expenses against the approved budget.
  • Document internal and external hours based on approved project hours.
  • Facilitate issues management and problem resolution among internal and external resources.
  • At the conclusion of each project, compile a summary of results and lessons learned, and organize all relevant project documentation.

SUPERVISION AND WORK ENVIRONMENT:

  • Operates under the general direction of the IT Director with considerable autonomy.
  • Physical demands include the ability to visit various locations, stand, walk, stoop, kneel, and lift light to medium weights.
  • Requires good hand-eye coordination and visual acuity for operating equipment and reading.
  • Work is performed in a well-lit cubicle environment with a low noise level, and is wheelchair accessible.
  • Occasional evening and weekend work may be necessary.

QUALIFICATIONS:

Knowledge and Skills:

  • Understanding of project management principles and the ability to apply them effectively.
  • Basic proficiency in Microsoft Project.
  • Exceptional written, presentation, and verbal communication skills.
  • Strong meeting facilitation, time management, analytical, and problem-solving abilities.
  • Proficient executive administrative skills, with exposure to budgeting and reporting.
  • Ability to work collaboratively in a team setting while maintaining focus amid changing priorities.

Education: Bachelor’s degree in Management Information Systems or a related business field.

Certifications: CAPM (Certified Associate in Project Management) is preferred.

Experience: 1 to 3 years of coordination or administrative experience in IT projects, ideally within a mid-sized not-for-profit organization.

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