Project Coordinator/Admin/Assistant

Project Summary:

Project Administrators are responsible for performing a variety of tasks in support of project management, including project schedule updates, project schedule reviews and recommendations, clerical support such as company correspondence, presentation and training materials, maintain calendars, set up meeting logistics, travel arrangements, and various other duties as needed. Participate in communications activities within the EPMO. They also function as Project Librarians; ensuring documents are maintained consistent with EPMO standards including version control and proper filing within standard folders within the enterprise portfolio management system.

Required skills:

• Two (2) to Four (4+) years’ work experience, Preferably in a related industry or project environment

• Knowledge of Healthcare industry preferred, but not required.

• Expert level skills with the relevant software applications, including MS Office.

• An understanding of project management terminology and practices.

• Excellent verbal and written communication skills with attention to detail.

• Effective working independently or as part of a team.

• Ability to multitask; good prioritization, time management and organizational skills.

• Ability to manage multiple priorities and deadlines. 

• Excellent verbal and written communications skills 

Responsibilities:

• Schedule meetings, create and distribute minutes and document the resolution of action items.

• Scribe notes at project meetings; annotating and finalizing and managing multiple sets of notes; ensuring follow up is completed on action items and key decisions are recorded in the appropriate documentation.

• Administer a broad range of documentation and tasks including scheduling and maintaining meeting calendars, and other tasks as required.

• Administer all project documents and coordinate documentation revisions and releases; ensure that project documents are archived (in Planview) for later retrieval. Administer any project-related SharePoint sites.

• Develop and maintain procedures, tools, and practices that systematically control revisions to the scope, schedule, and cost of organizational projects to ensure thatChanges are well defined and coordinated;

• Changes are approved at appropriate authority levels; and Approved changes are fully documented and promptly communicated to affected parties and stored.

• Review submitted requests for changes within the organization and ensures required signatures and documentation are completed; coordinate and conduct change control meetings; update and maintain change control database; maintain change control supportive documentation and issue various reports to show status of change control.

• Maintain and monitor Issue and Risk logs for assigned projects

• Provide proactive support to EPMO staff and project teams.

• Assist with PM training coordination and meeting planning and management.

• Support communications plan and knowledge management administrative responsibilities.

• Verify and research project team member timesheet data.

• Update project schedule using approved scheduling tool (e.g. MS Project). 

• Review and analyze project schedule. Highlight schedule challenges and potential risks to project manager.