Project Coordinator/ Planner (Public Safety exp required)

Job Description Justification:

• The Planner serves as a critical support function within the project management organization, providing comprehensive scheduling using Microsoft Project, analytical, and administrative support to ensure successful project execution.
• This role combines strategic planning capabilities with detailed execution support, focusing on schedule optimization, data analysis, document management, and project coordination.
• The successful candidate will work closely with project managers and cross-functional teams to maintain project momentum and deliver exceptional organizational outcomes.

Scope Of Services

Scheduling

• Develop, maintain, and optimize comprehensive project schedules using industry-standard scheduling software and Public Safety Programs processes
• Coordinate resource allocation across multiple concurrent projects and initiatives
• Monitor schedule performance and identify potential conflicts, delays, or optimization opportunities
• Prepare schedule reports, critical path analyses, program milestones, 30-day lookahead, and timeline impact assessments
• Facilitate scheduling meetings and coordinate timeline dependencies between project teams
• Assist Project Managers on calendar management for project milestones, deliverables, and stakeholder meetings

Project Planning & Strategy

• Determine and define project approach, resource requirements, and team roles/responsibilities
• Develop project charter, scope statements, and project deliverables
• Create and manage project and communication plans
• Develop estimates and assumptions for schedule, effort, and cost using established models
• Build, maintain, and organize the project schedule
• Coordinate site visits when required so that all information and requirements can be discussed and aligned

Assistant Project Management

• Provide direct support to project managers in planning, executing, and monitoring project activities
• Track project deliverables, milestones, and performance metrics against established baselines
• Coordinate cross-functional team activities and facilitate communication between project stakeholders
• Assist in project risk identification, documentation, and mitigation planning
• Assist with preparing project status reports, presentations, and executive briefings

Analytical Support

• Conduct data analysis to support project decision-making and performance optimization
• Develop and maintain project dashboards, metrics, and key performance indicators within the Program unit software tools
• Perform trend analysis on project schedules
• Create analytical reports and visualizations to communicate project insights
• Identify patterns and opportunities for process improvement across projects
• Assist in forecasting and capacity planning activities

Document Management

• Assist with establishing and maintaining comprehensive document management systems for project files
• Ensure document version control, access permissions, and retention compliance
• Coordinate document review cycles, approval processes, auditing, etc.
• Maintain project repositories, templates, and standardized documentation
• Support regulatory compliance through proper documentation and record-keeping
• Manage document distribution and stakeholder communication
• Create and update process documentation and standard operating procedures

Administrative Support

• Support PMO functions including change requests, scheduling, and reporting
• Ensure project artifacts are stored correctly throughout the project life cycle

Mandatory Skills/Experience

• A baccalaureate degree from an accredited college
• Minimum 4 years of experience working on medium to large scale projects
• At least 4 years of experience in Project Management services
• Advanced training and experience working in Microsoft Project
• Strong analytical and problem-solving skills with attention to detail
• Excellent written and verbal communication abilities
• Proven ability to manage multiple priorities and deadlines simultaneously
• Understanding of project management principles and best practices
• Experience with process improvement and organizational development
• Document management system experience on SharePoint
• Focal point of contact for project management, financial, administrative, and technical issues
• Proficient in MS Word, MS PowerPoint, MS Project, MS Visio
• Project Management experience including project planning, scheduling with significant project dependencies

Desirable skills/experience:

• PMP Certification.
• Project Management experience managing third party service providers.
• Background in data analytics, business intelligence, or process improvement.
• SharePoint development
• Experience working with Smartsheet