Technical Systems & Documentation Specialist (2731)

Purpose of Position:

The Technical Systems & Documentation Specialist (Jr. Project Manager) supports cross-functional projects and operational initiatives across the Shared Services and Operations teams. This “Interdepartmental” role works closely with teams utilizing OL Connect, Quickbase, and Microsoft 365 applications while maintaining clear and accurate process documentation and vendor contracts. The Specialist assists in planning, coordinating, and tracking small to mid-scale projects using project management tools such as Monday.com. Responsibilities include documenting & testing Standard Operating Procedures (SOP’s) and supporting system updates or workflow improvements. This role requires strong organizational skills, foundational project coordination capabilities, attention to detail, and the ability to effectively support multiple teams with shifting priorities. The Specialist will also participate in and execute additional tasks or projects assigned by leadership.

Essential Functions:

Project Coordination & Cross-Functional Support

• Serve as a Project Coordinator for initiatives across Choice Administrators and Word & Brown divisions.
• Assign and track project tasks to ensure timely completion and alignment with project goals.
• Facilitate cross‑functional meetings, capture action items, prepare project documentation, and provide progress updates to stakeholders.
• Support small- to mid-scale projects using Monday.com and other project management tools.
• Identify opportunities to streamline Shared Services and Operations through improved workflows, automation, and enhanced documentation.

Documentation & Knowledge Management

• Create and maintain detailed documentation for all technical systems, workflows, and operational procedures across Shared Services and Operations.
• Maintain a centralized SharePoint repository to support audits, training, and organizational knowledge sharing.
• Document CTP operational processes and ensure consistent version control and accessibility.
• Standardize documentation formats and ensure alignment with organizational requirements.
• Track User Acceptance Testing by documenting issues or bugs along with lessons learned.
• Conduct retrospective meetings with leadership presenting lessons learned, next steps.

Vendor, Contract & Inventory Support

• Document vendor requirements, SLAs, equipment specifications, and contract terms for all hardware and software.
• Coordinate with leadership and vendors to ensure timely renewals, compliance, and resolution of service issues.
• Track and document all vendor interactions, maintenance schedules, and equipment lifecycle details.
• Expedite collection of signatures and support procurement and legal teams with contract documentation.
• Support physical and digital inventory audits to ensure accuracy and alignment with operational needs.

General Administrative & Organizational Support

• Interact with clients, vendors, and visitors in a friendly and professional manner.
• Prepare reports, presentations, and project materials for leadership.
• Maintain consistent and reliable attendance, whether on-site or remote, as an essential function of the role.
• Assist in the fulfillment of Cal Choice and Choice Builder monthly renewals.
• On-site or remote regular attendance and punctuality are essential functions of the job.
• Performs other business tasks or functions as assigned.

Knowledge, Skills & Abilities Required:

• Excellent written and verbal communication skills with strong attention to detail.
• Proficient in Microsoft Office programs, including Word, Excel, PowerPoint, as well as Outlook.
• Experience with Microsoft 365 tools, especially SharePoint, Teams, and OneDrive.
• Familiarity with process documentation, SOP creation, and workflow mapping.
• Strong organizational skills with the ability to coordinate multiple projects and priorities across departments.
• Ability to collaborate with cross-functional teams, IT, leadership, and external vendors.
• Ability to work well in a fast‑paced, deadline‑driven environment.
• Knowledge of the health insurance industry and prior customer service experience preferred.
• Ability to multitask effectively.
• Adhere to all PHI (Protected Health Information) and HIPAA (Health Insurance Portability and Accountability Act) guidelines.

Additional Competencies:

• Action Oriented, Approachability, Customer Focus, Listening, Self-Knowledge, Written Communication

Educational Requirements:

• High School Diploma or equivalent required.
• Four (4) year college degree preferred.

Physical Requirements:

Must be able to sit for extended periods of time and occasional standing and walking.  Must have adequate hearing for phone work.  Vision requirements include close vision and the ability to adjust focus. Must be able to communicate effectively in English.  Must be able to use a keyboard and other office equipment.  Ability to lift up to 50 pounds occasionally.