IT Coordinator

ForTec Medical•Hudson, OH

About The Position

ForTec Medical is seeking an IT Coordinator to provide administrative, organizational, and coordination support across its Information Technology department. The role helps ensure project information, team activities, meetings, documentation, and follow-up commitments are organized, maintained, and communicated effectively. The coordinator works closely with IT leadership and the Systems Design & Intelligence (SDI) team, supporting project tracking, status reporting, and collaboration across IT and business departments. While initial responsibilities emphasize SDI and IT leadership support, the position is intended to assist the broader IT department, including Applications/Engineering and IT Operations. The IT Coordinator maintains project and initiative records, gathers updates, coordinates meetings and follow-ups, supports the Strategic Initiative Brief intake process, and prepares reports and presentation materials. The role also provides administrative support to IT leaders; organizes department documentation and knowledge resources; helps preserve organizational continuity; and identifies ways to improve recurring coordination, documentation, and reporting practices. The coordinator may use approved Microsoft 365 tools, automation capabilities, and other technologies to streamline routine work.

Requirements

Associate's degree or relevant postsecondary education in Business Administration, Information Systems, Office Administration, or a related field preferred; an equivalent combination of education, training, and relevant work experience will be considered.
1–3 years of relevant experience in administrative coordination, project support, business operations, or a related role preferred.
Hands-on experience maintaining project lists, task trackers, status reports, or other structured coordination tools, including tracking assignments, deadlines, and follow-up activities.
Practical experience with Microsoft SharePoint, Teams, and Lists, or comparable project-tracking and collaboration platforms, including organizing and maintaining shared information.
Proficiency with Microsoft 365 productivity applications, including Outlook, Word, Excel, and PowerPoint.
Experience coordinating meetings, preparing agendas and meeting materials, maintaining action items, and communicating follow-up expectations.
Strong organizational and time management skills, including the ability to manage multiple responsibilities, establish priorities, maintain accurate records, and meet deadlines.
Self-motivation and proactivity, with the ability to work independently, anticipate needs, follow up on commitments, and take ownership without continuous direction.
Strong attention to detail, accuracy, and completeness when maintaining project information, organizing documentation, and preparing reports or other materials.
Effective written and verbal communication skills, with professionalism and confidence when requesting information, following up on commitments, and collaborating across departments.
Strong problem-solving skills and resourcefulness, including the ability to recognize missing information, identify improvement opportunities, and recommend practical solutions.
Adaptability, curiosity, willingness to learn, and ability to understand unfamiliar systems, business processes, and organizational practices while remaining receptive to feedback.
Sound judgment, discretion, and professionalism when handling confidential information, recognizing when escalation is necessary, and maintaining productive working relationships.

Nice To Haves

Previous experience supporting IT teams, project teams, or cross-functional business activities is helpful but not required.
Familiarity with document management practices, shared knowledge repositories, and consistent organizational structures is beneficial.

Responsibilities

Maintain project and strategic initiative tracking information, including ownership, status, milestones, key dates, dependencies, and supporting documentation.
Collect project updates from SDI team members and other stakeholders, follow up on missing or incomplete information, and keep project records current.
Coordinate SDI team meetings by preparing agendas, status updates, supporting materials, notes, decisions, and follow-up action items.
Maintain records of project decisions, open actions, blockers, and dependencies; monitor open items and follow up with responsible individuals.
Support the Strategic Initiative Brief (SIB) intake process by organizing submissions, tracking review and approval status, and maintaining documentation.
Prepare project portfolio summaries, status reports, and presentation materials for IT leadership and executive management reviews.
Provide administrative and coordination support to the VP of IT and other IT leaders, including organizing priorities, activities, information, and commitments.
Coordinate meetings and team activities, including scheduling, agendas, materials, notes, action items, and follow-up communications.
Collect and organize updates from IT leaders and team members and prepare clear summaries, reports, and presentation materials.
Maintain and follow up on leadership and team action items, request updates, identify overdue commitments, and escalate unresolved matters when appropriate.
Assist with coordination and administrative needs across SDI, Applications/Engineering, and IT Operations, managing routine requests within established priorities.
Support onboarding and organizational transitions by coordinating meetings, organizing reference materials, and maintaining accessible information.
Organize and maintain IT department information and documentation in SharePoint, Microsoft Teams, and other approved collaboration platforms.
Help establish and maintain consistent practices for shared documents, project materials, knowledge repositories, naming conventions, and related information.
Coordinate periodic reviews and updates of IT documentation and application knowledge materials with subject matter experts.
Maintain records of key meetings, decisions, responsibilities, project history, and other information that supports knowledge sharing and continuity.
Assist in developing and maintaining onboarding and reference materials for IT leaders and team members.
Identify opportunities to improve the organization, consistency, and efficiency of recurring administrative, coordination, and reporting activities.
Recommend and implement practical improvements to project trackers, documentation structures, meeting processes, templates, and coordination tools.
Explore and apply approved Microsoft 365 tools, automation capabilities, and other technologies to streamline routine activities and reduce manual effort.
Seek feedback, develop skills, and adapt coordination practices to support evolving departmental needs.