Project Coordinator

Summary
The Information Technology - Project Management Office (IT PMO) Project Coordinator position will provide general support to the IT PMO which aims to advance the organization's strategies in support of our vision and mission. The Project Coordinator works closely with the project management team and assists in the planning, execution, and coordination of projects and strategic initiatives. The Project Coordinator is responsible for assisting with the development and maintenance of program, project, and department documentation (meeting materials, timelines, action items, workflow diagrams, etc.), drafting communications and presentations, day-to-day management of tracking tools, scheduling project meetings, and preparing data for presentation. With an emphasis on organization and innovation, Project Coordinators will be expected to learn and improve upon current processes and create efficiencies in the project delivery model. This position will be empowered and expected to make decisions on projects with the input of their team and will also need to possess the judgment and initiative to act independently within clear guidelines.

Responsibilities
(30%)*
Partner with the Project Manager to define and manage project scope, monitor timelines and deliverables, and communicate and identify pathways to resolve risks and barriers

(20%)*
In coordination with the Project Manager, effectively plan and facilitate meetings of varied participants using standard meeting management tools and techniques (e.g., agendas, meeting roles, ground rules, minutes, action item and decision tracking).

(20%)*
Requirements Management and Tracking: Managing and tracking the status of requirements throughout project and improvement lifecycles, including user acceptance testing, training and post-improvement monitoring.

(10%)*
Develop and maintain professional relationships with stakeholders and continuously seek to build new positive relationships

(5%)*
Partner with the PMO Manager to advance internal improvement efforts and ensure they align with organization and department standards

(5%)*
Continuously seek new learning opportunities, advancing knowledge and skills to better support the department

(5%)*
Organize project files with standard file naming conventions and folder structures

(5%)*
Develop and maintain comprehensive project documentation, plans, tools, and reports

Certifications and Licensures

N/A

Required Education

Associate's degree is required

Other Information

Experience, Training And Skills
Three or more years of experience in project task coordination and task delegation.

Progression toward professional certification such as CAPM (Certified Associate in Project Management), Project Management Professional (PMP), or Certified ScrumMaster (CSM) highly preferred and encouraged.

Effectively communicating insights and plans to cross-functional team members and management.

Excellent communication skills, both written and verbal, for engaging with stakeholders, team members, and end users in a clear and concise manner.

Willing and able to adapt to changing circumstances and requirements. Consistently demonstrate time management skills related to handling multiple evolving priorities, new projects, and emerging technologies.

Strong attention to detail in all aspects of work, ensuring accuracy, data integrity, and compliance with standards and regulations.

Consistently demonstrates calmness under stressful situations and respectfully expresses emotions to situations without adverse impacts.

Prioritizes tasks based on importance and urgency aligning with the organizations mission, vision and values.

Consistently demonstrates collaborative mindset with the capability to work effectively within multidisciplinary teams and build positive relationships.

Experience in change management principles and practices, facilitating smooth transitions during system upgrades and implementations.

Strong customer service focus.

Comfortable accepting responsibility for medium to large scale projects involving multiple resources and spanning many months from start to finish.

Knowledge of and ability to utilize best practices, tools, and techniques for communicating with a customer.

Understand effective communication concepts, tools, and techniques; ability to effectively transmit, receive, and accurately interpret ideas, information, and needs through the application appropriate communication behaviors.

Maintain current knowledge about organizational policies and procedures, governance structures, regulatory requirements, and applicable technologies.

Other duties as assigned General Department and Process Improvement Support.

Physical/Mental Requirements And Typical Working Conditions
Exposure to stressful situations, including those involving public contact, as well as, trauma, grief and death.

Able to wear personal protective equipment that includes latex materials or appropriate substitute if required for your position.

Is able to move freely about facility with or without an assisted device and must be able to perform the functions of the job as outlined in the job description.

Overall vision and hearing is necessary with or without assisted device(s).

Frequently required to sit/stand/walk for long periods of time. May require frequent postural changes such as stooping, kneeling or crouching.

Some exposure to blood borne pathogens and other potentially infectious material. Must follow MidMichigan Health bloodborne pathogen and TB testing as required.

Ability to handle multiple tasks, get along with others, work independently, regular and predictable attendance and ability to stay awake.

Overall dexterity is required including handling, reaching, grasping, fingering and feeling. May require repetition of these movements on a regular to frequent basis.

Physical Demand Level: Sedentary. Must be able to occasionally (0-33% of the workday) lift or carry 0-10 lbs.