Project Coordinator-Specialist

Description

Job Title:

Project Coordinator-Specialist

Department:

Project Management

Reports To:

Director, Project Management

Market Band:

N5

Career Track:

Professional

FLSA Status:

Non-Exempt

Keystone Access:

No Core Role

Summary

The Project Coordinator-Specialist is responsible for supporting Project Management efforts at Sunward. This role will be a key player in ensuring enterprise projects and initiatives are tracked and reported on in a timely and clear manner. In addition, this role will provide project management support on enterprise initiatives as needed. Primary responsibilities include project coordination, scheduling, reporting, and analysis. This role works independently with general guidance, using sound judgment to prioritize work, evaluate options, and recommend solutions. Accountability for project delivery, scope, and budget remains with the project managers.

Essential Functions:

Project Coordinator Responsibilities

• Maintain Enterprise project portfolio calendar and keep track of due dates, delivery dates, and status.
• Facilitate communication between project team members and stakeholders.
• Maintain project documentation, including contracts, reports, meeting minutes, and correspondence.
• Prepare monthly reports and update stakeholders on status, risks, and issues with key enterprise projects.
• Build reports using AI, PowerPoint, and Excel to inform executive leadership on project status.
• Analyze project completion rates, project status, and project completion risks, and recommend corrective actions.  
• Support project managers in delivering projects on time and within scope.
• Liaison with vendors and suppliers to ensure timely delivery of project materials.
• Act as back-up for project managers as needed.  
• Coordinate project meetings, including preparing agendas and taking meeting notes.
• Assist and advise in the development and implementation of project plans and schedules.
• Lead less complex short-term projects or workstreams as needed.  
• Identify potential risks and dependencies to project timelines and objectives and recommend mitigation options.
• Partner with enterprise leaders to create, update, and provide guidance on project reporting and planning. 
• Conduct quality reviews on reporting and planning.

Software Management

• Maintain records in Enterprise project management database to ensure projects are tracked and reported as needed.
• Generate templates and reports to facilitate project tracking and reporting.
• Serve as resource for project management software knowledge (Jira).  
• Perform other duties as assigned. 

Qualifications

Experience

• Minimum two years’ experience in project management and/or project reporting functions or related roles.

Education

• Minimum bachelor’s degree in project management or related field preferred, or relevant work experience equivalent to a degree may be considered. 
• CAPM certification preferred

Knowledge

• Knowledge of project management methodologies (e.g., Agile, Waterfall)
• Understanding of project management principles and tactics.

Skills/Abilities

• Excellent interpersonal and negotiation skills, ability to motivate individuals, including senior leaders, throughout the organization.
• Strong proficiency with Microsoft Office applications, particularly Powerpoint and Excel.  
• Familiarity and comfort with directing, using, editing, and creating AI-generated tools and reports.
• Strong organizational skills and attention to detail, with the ability to keep track of and manage multiple tasks and deadlines simultaneously in a fast-paced environment. 
• Proficiency in project management software and tools (Jira), including the ability to train others and to generate custom reports and templates.
• Strong documentation and report writing skills.  
• Strong self-motivation and drive, ability to self-determine priorities and responsibilities, and ability to exercise sound judgment within established frameworks, escalating higher-risk or ambiguous issues.

Physical Requirements/Work Environment

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift 20 pounds at times.