PMO Operations Coordinator (Remote)

Vaya Health

1d•Remote

About The Position

The PMO Operations Coordinator plays a crucial role in supporting the Vice President of the Project Management Office(PMO). This position is responsible for overseeing the daily operations of the PMO department, ensuring efficient workflows and facilitating communications across the PMO staff. Additionally, the PMO Operations Coordinator will provide administrative support to the VP of PMO. Key assignments include but are not limited to, coordinating meetings, tracking project progress, preparing reports and presentation decks. This role will regularly interact with both internal and external stakeholders, including executive level staff. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to adapt to a fast-pace environment while ensuring the success of the strategic vision of the organization, the Information Services Divisions (ISD) and the PMO.

Requirements

Familiarity with project management tools and methodologies
Strong analytical skills and attention to detail
Ability to be flexible and adjust to changing priorities and responsibilities
Able to keep abreast of any changes in policy, methods, procedures, etc., as they pertain to organizational and division operations and activities.
Strong verbal and written communications skills to facilitate clear, effective, and professional interaction between project teams and stakeholders
Excellent problem solving and critical thinking skills with the ability to identify solutions that improve PMO processes, project outcomes while meeting the strategic goals of the organization
Ability to assemble information in a concise, clear, and effective manner
Ability to work collaboratively with diverse teams and build positive relationships across the organization
Proficient in Microsoft Office 365 suite of tools including Visio, One Note and SharePoint
Experience with project management software such as SmartSheet, MS Project, etc.
High School diploma or GED required.
Must have 3-5 years of executive administrative support or project management coordination/support experience.

Nice To Haves

Bachelor’s degree in Business Administration, Information Systems, Management Information Systems, Project Management, or Healthcare Administration preferred.

Responsibilities

Calendar Management - manage VP of PMO and PMO department calendars, including coordination and scheduling of meetings as well as, prioritizing meeting requests to ensure business needs are met
Meeting Support - provide administrative support for PMO department meetings including preparing agendas, presentation development and documentation and tracking of action items
Assist VP of PMO in identifying, tracking and resolving administrative/high-level issues
Provide primary admin support for PMO related meetings including tracking of action items and deliverables
Coordinate onboard training for departmental PMO staff
Compile PMO reporting metrics for various stakeholders, meetings and discussions
Facilitate and manage PMO document and artifact library, ensuring all PMO templates (agenda, minutes, presentations, project status reports, etc.) are in compliance with approved policy and procedures
Ensure consistent project execution across the organization by promoting best practices within approved policy and guidelines
Assist in resource management oversight to optimize staff and manage organizational requests
Compile information for standard reporting metrics for PMO and portfolio projects
Create presentations and project reporting information for both internal and external stakeholders
Act as POC for PMO communications, work with ISD Technical Writer and Office of Communications to ensure all documents and publications are aligned with approved policy and procedures
Other responsibilities as assigned.