Project Coordinator

Job Title: Project Coordinator

Location: Salem, OR/Hybrid

The project is in Salem, Oregon. There is a preference for the candidate to be available to be in the office 2 days a week (per team agreement), but for the right candidate, that requirement could be waived.

Duration: 5 Months

The HECC Modernization Project is seeking a Project Coordinator.

The long-term goal of the HECC Modernization Project is to deliver a comprehensive, flexible, multi-program solution in alignment with the HECC IT Strategic Plan that will ultimately support development and implementation of replacements for all agency legacy systems. The current phase of the project is working to replace three systems.

The general job tasks are listed below.

Project Management Coordination

• Capture, update and maintain Risks, Actions, Issues, and Decisions (RAID) Log as identified during project meetings or by Project Leadership.
• Collect Issues/Risks from other partners (such as oversight groups, iQMS, andSoftware Integrator vendors) and prepare materials for collaborative review meetings.
• Facilitate and maintain project deliverable management processes to ensure quality and acceptance using established procedures, tools and templates – including tracking, storage and disposition of deliverables.
• Assist and support Project Leadership in vendor management processes, including updated Statement of Work (SOWs) and amendments.
• Perform routine SharePoint repository maintenance and clean-up. Ensure that project records and artifacts are organized and prepared for project completion and close-out.
• Assist Project Leadership in uploading/maintaining project documentation on the State Project Portfolio Management (PPM) tool.
• Assist Project Leadership in project budget planning (cost projections for staffing, deliverables, etc), monitoring and accounting (such as tracking and reconciliation of invoices).
• Assist in coordination and collection of baseline and final Project Success Metrics using identified measurement guidelines.
• Create and maintain planning documentation and progress updates for areas of assigned responsibilities.

10. Coordinate project activities, workshops and meetings with internal and external business partners.

11. Assist project leadership in updating and maintaining the integrated project schedule and timelines to support with project performance reporting.

12. Compile (or assist project leadership in the compilation of) regular status reporting for executive leadership and governance bodies.

Project Team Support

• Support the Project Team by maintaining core documentation (RAID Log, Meeting Matrix, Stakeholder Register, Operating Agreements, etc.).
• Regularly review upcoming project meetings to ensure appropriate attendees are included and prepared for meetings. Coordinate with planned facilitators to ensure coverage of meeting notes – volunteering as needed.
• Ensure coverage for scheduling/rescheduling of appointments and project resources (rooms, projectors, etc.).
• Support the project team in coordinating deliverable reviews, feedback collection, compilation and disposition.
• Assist the Project Team by creating and/or updating planning documentation to achieve desired outcomes in Project Activities or Tasks.
• Capture initial documentation/notes from team and stakeholder requests onto Change Request form.

Project Administrative Support

• Prepare meeting packets as necessary, coordinating with the Project Team and Project Leadership for agenda topics and supporting materials.
• Capture real-time meeting notes while screensharing to ensure accuracy – performing follow-up on action items as needed to support efficiency of future meetings.
• Assist Project Leadership in compilation of position/recruitment materials, including position descriptions, recruitment postings and interview preparations.
• Facilitate the onboarding process for new contractors/team members (System access requests, HR paperwork, badges, etc.).
• Monitor the Project Mailbox and create/maintain guidelines for shared collaboration and usage.
• Create and implement administrative project processes, procedures and guidelines – making recommendations for existing processes to improve efficiency.
• Assist Project Leadership by providing support for monitoring/maintaining calendars and advising of commitments.