Engagement Coordinator & Project Scheduler

Engagement Coordinator & Project Scheduler

About the Role:

We are seeking a highly organized Engagement Coordinator & Project Scheduler to support project planning, scheduling, and stakeholder engagement across multiple initiatives. This role is critical in ensuring efficient project execution, scheduling, reporting, and client coordination while utilizing Smartsheet and other project management tools.

Key Responsibilities:

Project Scheduling & Coordination

• Utilize Smartsheet to create, track, and manage project timelines, tasks, and workflows.
• Develop and maintain detailed project schedules, ensuring proper tracking of dependencies, durations, and resource assignments.
• Regularly monitor project progress, track task completion, and identify schedule risks or delays.
• Provide schedule analysis and optimization by assessing critical paths, resource allocation, and bottlenecks to enhance efficiency.
• Generate portfolio and program-level reports and dashboards to track project interdependencies.

Stakeholder & Engagement Coordination

• Serve as the primary point of contact for clients, ensuring effective communication and relationship management.
• Coordinate client meetings and workshops, including scheduling, logistics, and materials preparation.
• Assist in the development and maintenance of engagement plans, deliverable schedules, and client agreements.
• Collect and analyze client feedback, ensuring timely responses and continuous improvement in service delivery.
• Support the engagement team in conducting market research, data analysis, and preparing client presentations.

Project Management Support & Compliance

• Facilitate project communications, ensuring effective dissemination of updates to stakeholders.
• Assist in project risk and issue management, tracking resolutions and escalating when necessary.
• Prepare and maintain project documentation, including project charters, scope statements, and change requests.
• Develop and enforce project governance processes, ensuring compliance with methodologies and organizational policies.
• Support project managers in developing budgets, financial forecasts, and cost control measures.
• Assist in risk management activities, including identification, assessment, and mitigation planning.
• Coordinate project change control processes, including change requests, impact assessments, and approvals.
• Provide regular project status reports to stakeholders, highlighting progress, risks, and recommendations.

Administrative & Process Improvement

• Coordinate project meetings, including scheduling, agenda preparation, and minute-taking.
• Assist in budget management, tracking project expenses, and ensuring adherence to financial controls.
• Develop and deliver project control training programs for project teams.
• Facilitate project audits and reviews, identifying areas of non-compliance and implementing corrective actions.
• Help manage resource allocation and availability for project tasks.

Required Qualifications:
Minimum of 5-10 years of experience in project coordination, scheduling, or engagement management.
Proficiency in Smartsheet, Microsoft Project, and other project management tools.
Strong analytical skills with experience in schedule analysis, resource planning, and risk management.
Ability to manage multiple projects, stakeholders, and deadlines simultaneously.

 

IMRI offers top-tier benefits that include: medical coverage through nationally recognized carriers, ancillary coverages, paid vacation and sick leave in compliance with all state and local laws, 401(k) with company match, company paid life insurance and LTD, and several additional voluntary coverages.

 

Pay will be commensurate with the experience, skills, and qualifications that the candidate brings to the position.

 

EQUAL EMPLOYMENT OPPORTUNITY

EEO/Affirmative Action Statement and Non-Discrimination Policy IMRI is an Equal Employment Opportunity employer committed to maintaining a non-discriminatory, diverse work environment. In accordance with Title VII of the Civil Rights Act of 1964, Section 503 of the Rehabilitation Act of 1973, Vietnam Era Veteran's Readjustment Assistance Act of 1974 (VEVRAA), Americans with Disabilities) (ADA), and other federal, state, and local anti-discrimination laws, IMRI does not unlawfully discriminate against any person on the basis of race, color, religion, sex, national origin, ancestry, genetic information, age, marital status, sexual orientation, physical or mental disability, or status as a special disabled veteran or other veteran. IMRI will take affirmative action to assure equal opportunity for employment is provided with regard to all personnel actions. This is including but not limited to: recruitment, selection, compensation, benefits, training, promotion, demotion, layoff, termination and all other terms and conditions of employment.