Project Management Coordinator, Contract

Job Description

SUMMARY: The Project Support Specialist, contractor plays a vital role within our Enterprise PMO, providing essential coordination, administrative, and analytical support to multiple projects or project phases. This position works closely with Project Managers and project teams to ensure projects run smoothly, information flows efficiently, and project goals are met. The Project Support Specialist will contribute to project planning, tracking progress, and communicating key updates. This role is ideal for an organized and proactive individual looking to grow their career in project management within a mission-driven environment.

ESSENTIAL FUNCTIONS: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

• Records and organizes project information, including stakeholder requirements, constraints, and assumptions, to support clear project deliverables.
• Assists Project Managers in developing and refining project plans, breaking down complex goals into manageable tasks and milestones.
• Supports the creation and execution of comprehensive change management and communication plans for projects, ensuring stakeholders are informed and engaged.
• Develops and maintains accurate weekly project status reports, using required templates and formats, for clear communication to leadership and teams.
• Communicates proactively and effectively with PMO leadership, business project owners, and project teams.
• Monitors project tasks, schedules, and budgets, identifying potential deviations and escalating critical issues to Project Managers for timely resolution.
• Assists in tracking project risks and issues, and supports the implementation of approved actions to minimize their impact.
• Analyzes project tasks and processes to identify opportunities for operational efficiencies and recommends improvements to PMO management.
• Provides systems support related to project management tools for business and PMO leadership.
• Contributes effectively and collaboratively in cross-functional team environments.
• Supports the maintenance of project forecasts in Unanet (or relevant system), including tracking resource allocations and professional services contracts.
• Completes special assignments and ad-hoc requests as directed by Director or Program Manager.

Supervisory Responsibilities: This position has no formal supervisory responsibilities.

REQUIRED QUALIFICATIONS:

• Bachelor’s degree; or one (1) year of related project coordination or administrative support experience; or an equivalent combination of education and experience.
• Proficiency with Microsoft 365 applications (Word, Excel, PowerPoint, Outlook, Teams).
• Experience with virtual meeting platforms (e.g., Zoom, Microsoft Teams).
• Strong analytical and problem-solving skills.
• Excellent written and verbal communication skills, with an emphasis on clear, concise, and professional communication.
• Strong interpersonal skills and the ability to work effectively and coordinate with diverse individuals and teams across the organization.
• Self-motivated, highly organized, and able to manage multiple tasks and competing priorities in a fast-paced environment.
• Ability to learn new systems and processes quickly.
• Ability to clear the required background check.

Certificates and Licenses: None required.

OTHER REQUIRED QUALIFICATIONS:

• Successful tracking and schedule compliance with larger scale projects
• Ability to work across multiple job levels to achieve results
• Process modeling, data standardization, and analytics
• Proven ability to manage multiple projects simultaneously in a deadline driven process
• Consistent success in leading teams to meet aggressive deadlines
• Demonstrated skill with Project Management tools and concepts
• Experience with resource management (labor models, time tracking, etc.)
• Outstanding time management and organization skills
• Proficiency in Microsoft Office Outlook, Word, Excel, PowerPoint, Project; Hypertext Markup Language (HTML) and general Web proficiency; PPM tool(s)
• Ability to travel 10% of the time

PREFERRED QUALIFICATIONS:

• Prior experience or interest in the education technology (edtech) sector.
• Experience in an operational or project management support role.
• Familiarity with project management methodologies (e.g., agile, waterfall) or tools (e.g., Smart Sheets, Jira, Asana, Monday.com, Workfront).
• Basic understanding of project budgeting and forecasting principles.

WORK ENVIRONMENT: The work environment characteristics described here are