IT Project Coordinator

Job Summary

The IT Project Coordinator is position within the IT Project Management Office (PMO). The PMO provides oversight, management, and rules of engagement for technology-replaced projects. The Project Coordinator position oversees and provides support for project planning, implementation, execution, monitoring, and closeout. The Project Coordinator supports IT projects and various PYT department projects by serving as a liaison between project teams and the IT Project Management Office. This position requires specialized knowledge and skills in the functional areas and cross functional collaboration within and outside the PYT organization (Vendors, consultants, Contractors, etc.) for the successful completion of assigned projects, including scope definition, design specification, project plan development, implementation, and validation. The Project Coordinator ensures projects run smoothly by controlling workflow, scheduling assignments, evaluating the course of the project and reporting progress to management with the end goal of seeing projects through on time and within budget.

Principle Duties and Responsibilities

1. Creates, maintains and monitors project plans, project schedules with milestones, due dates, work hours, budgets, and expenditures.
2. Assists with and manages in scope definition, design specifications, project plan development and maintenance, implementation, and validation of the assigned projects.
3. Assists with the interpretation of project and user requirements into feasible options and communicate these back to the business stakeholders.
4. Acts as the main point of contact for the project and communicates project status to all participants.
5. Prepares necessary materials for meetings, including presentations, agendas, and minutes. Distributes meeting minutes and tracks and updates project action items.
6. Maintains project master schedule to manage time and resources, schedules meetings, tracks identified activities relating to product development and facilitates communication between various groups throughout the organization.
7. Track the status of requirements throughout the project lifecycle.
8. Create standard and ad hoc reports as needed.
9. Ensure projects adhere to IT Project Management frameworks and all documentation is maintained appropriately for each project.
10. Assess project risks and issues and provide solutions where applicable.
11. Works with team members in the field or on site when project issues arise.
12. Ensures the team has the tools needed to execute the project effectively and efficiently.
13. Communicate changes, enhancements, and modifications of business requirements-verbally or through written documentation to project leads, sponsors, and other stakeholders so that issues and solutions are understood.
14. Provide guidance to junior staff members.
15. Coordinates purchase and delivery of owner furnished and long lead items.
16. Ensure completeness of project files and records. Organizes project files into standard project folder structure.
17. Prepares and tracks lessons learned, risk assessments, and knowledge repositories.
18. Perform other duties of similar nature or level as needed.

Required Knowledge, Skills, and Abilities

Skills and Abilities:

1. Knowledge of Microsoft Suite, Microsoft Teams, Microsoft Project
2. Manage and execute multiple tasks
3. Prioritize, assign work, and work independently
4. Good written, oral, and interpersonal communications skills
5. Strong customer service orientation
6. Good communication and interpersonal skills as applied to interaction with co-workers, supervisor, management, Council members, and the public. Efficiently exchange and convey information and receive verbal and written work instructions.
7. Ability to read and interpret technical documents and procedure manuals.
8. Strong interpersonal skills, oral communication skills, and proven analytical and problem-solving abilities.
9. Strong understanding of the organization’s goals and objectives.
10. Analytical and problem-solving abilities.
11. Time Management
12. Strong documentation management skills.
13. Keen attention to detail.
14. Experience working in a team-oriented, collaborative environment.
15. Ability to walk/stand for an extended period of time at construction sites.

Education, Certifications and Experience Required

Associates Degree in Computer Science, Project Management, or Information Systems field related to assignment, or college, and three (3) years of related Project Management experience or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above. AND Bilingual English/Spanish preferred; Experience with Native American Populations is preferred; Experience with compliance training preferred Special Requirements: Must possess and maintain a valid Arizona Drivers License; This position will require the incumbent to work non-traditional hours, nights, and weekends; Must have a current Level 1 Arizona Clearance Card or be able to obtain the Level 1 Arizona Clearance Card within ninety (90) days of hire. Failure to maintain a current Level 1 Clearance Card will result in termination.