Administrative Project Coordinator

JOB SUMMARY:

Swope Health is seeking a part-time temporary Administrative Project Coordinator to work 20 hours per week. Successful candidate works closely with program manager and leads to help deliver major organizational projects efficiently. The Administrative Project Coordinator manages the administrative tasks, such as document and information distribution, report preparation and communication support and appropriate filing systems. Administrative Project Coordinator job description should demand a candidate with excellent communication skills, the ability to develop and maintain strong relationships, and experience meeting hard deadlines.

PRIMARY FUNCTIONS:

  1. Organize meetings

  2. Keep detailed project notes and records

  3. Obtain status updates from team members and contractors

  4. Update MS Project schedules

  5. Work with vendors to ensure receipt of timely invoices

  6. Reconcile invoices with contracts and project budgets, obtain appropriate signature approvals and submit timely to Accounting for payment

  7. Maintain up-to-date budget worksheets

  8. Work with Accounting to ensure timely close-outs

  9. Track, manage and disseminate incoming paperwork

  10. Assist with communications

  11. Report project progress to the Program Manager

SECONDAY FUNCTIONS:

  1. Assist with initial discovery work and collection of requirements as needed throughout the projects

  2. Assist with guiding teams on tasks, task dependencies, techniques, deliverables and task roles

  3. Monitor progress

  4. Keep team members updated on current information

  5. Manage information flow within the team

  6. Use project templates to create and maintain up-to-date Project Plan Documents

  7. Use MS Project to create project schedules

  8. Assist with Space Planning

  9. Coordinate and manage office moves and furniture installations

  10. Develop project strategies

  11. Attend bi-weekly PMO meetings and Construction Update Meetings

  12. Work with the Program Manager to streamline processes and drive cost savings

  13. Assist throughout the projects with budgets, change orders, purchase requests/orders, closeouts, etc.

  14. Assist the Program Manager with efforts to ensure adherence to the project plan by all participants

  15. Assist as needed with other duties such as on-call afterhours work to provide guidance to contractors and team members, meeting project and grant deadlines, etc.

QUALIFICATIONS:

High School Diploma required with five years or more experience as a Project Coordinator or similar role. Bachelors degree in Engineering, Construction, Marketing or Business preferred.

Computer proficient, including knowledge in the following programs: Microsoft Word, Excel, PowerPoint and Outlook;

Must be proactive and work well in a collaborative team environment;

Excellent verbal and written communication skills;

Ability to produce quality work products in a fast-paced environment while taking changes in stride;

Ability to manage large workloads;

Must be highly organized and reliable;

Excellent attention to detail;

Ability to multi-task and stay in front of project changes;