Project Coordinator, Enterprise Systems

COMMUNITY SERVICES FOR AUTISTIC ADULTS & CHI•Montgomery Village, MD

4h•$52,000 - $57,000

About The Position

The Enterprise Systems Project Coordinator coordinates the planning, documentation, governance, and lifecycle activities for CSAAC’s enterprise systems initiatives. Reporting to the Director, Enterprise Digital Strategy, the position supports projects through intake, discovery, evaluation, approval, implementation, testing, and closeout, maintaining project documentation, schedules, decision records, dependencies, and stakeholder communication. The coordinator serves as a central coordination point among the Director, Enterprise Digital Strategy; the Manager, Enterprise Applications; departmental stakeholders; business owners; and external technology partners. The role supports established governance and project processes and helps keep initiatives organized, visible, and aligned. It provides project coordination and governance support, but does not independently set project priorities, approve projects, authorize vendor work, or direct technical development. The role supports enterprise systems project intake and governance, stakeholder discovery and requirements documentation, project planning and tracking, portfolio and advisory materials, user acceptance testing, implementation readiness, training and adoption coordination, closeout, and project controls. It maintains project records and logs, coordinates cross-functional communication and follow-up, and escalates unresolved issues and decisions to appropriate decision-makers. The position has no direct supervisory responsibility.

Requirements

Demonstrated experience with project coordination, business systems, enterprise applications, or related operational technology initiatives.
Formal project management or project coordination training.
Strong organizational and analytical skills.
Ability to manage multiple projects, deadlines, action items, and stakeholder dependencies.
Ability to document business needs, project decisions, requirements, and implementation activities clearly and accurately.
Experience coordinating across technical and non-technical stakeholders.
Strong written and verbal communication skills.
Proficiency with Microsoft 365 collaboration and productivity tools.
Ability to operate a computer, keyboard, and other standard office equipment.
Ability to communicate effectively with staff, community members, and other stakeholders in person, virtually, and by telephone.
Ability to move office supplies, event materials, or equipment weighing up to ten pounds.

Nice To Haves

Education in Information Technology or a related field.
Project Management Professional (PMP), Certified Associate in Project Management (CAPM), Google Project Management Professional Certificate, or comparable project management credential.
Experience with Microsoft SharePoint, Planner, Teams, Power Automate, or related workflow and collaboration tools.
Experience supporting enterprise applications, workflow improvement, digital transformation, or systems implementation initiatives.
Experience in healthcare, human services, or another regulated operational environment.

Responsibilities

Coordinate intake and administrative review of enterprise systems project requests, check submissions for completeness, and follow up with requestors.
Maintain project intake records, supporting documentation, status information, and governance records; prepare project information for review, discovery, evaluation, and prioritization.
Track project decisions, approvals, deferrals, conditions, and required follow-up, and support consistent use of established governance processes.
Coordinate stakeholder discovery meetings and assist in gathering and documenting business needs, desired outcomes, operational requirements, dependencies, and constraints.
Facilitate routine discovery activities as assigned and escalate complex or strategically significant issues to the Director.
Prepare and maintain discovery summaries, requirements briefs, project briefs, and related documentation; coordinate clarification among business owners, operational stakeholders, the Manager, Enterprise Applications, and external technology partners.
Identify unresolved requirements, dependencies, and potential implementation risks requiring additional review.
Develop and maintain project schedules, milestone trackers, action items, dependencies, and implementation checklists.
Coordinate project meetings, stakeholder participation, follow-up activities, and deliverables; track progress and obtain status updates from responsible parties.
Identify overdue actions, unresolved dependencies, schedule risks, and project concerns for escalation.
Maintain accurate project records in approved project management and collaboration tools and coordinate lifecycle activities from initiation through implementation and closeout.
Prepare project materials, standardized briefs, status summaries, and supporting documentation for the Enterprise Systems Strategic Advisory and other governance forums.
Maintain records of Advisory recommendations, project decisions, assigned actions, and follow-up requirements; support portfolio tracking and reporting.
Coordinate user acceptance testing, including scheduling, participant communication, issue tracking, and completion documentation.
Work with the Manager, Enterprise Applications and business owners to support implementation readiness; coordinate project-related training, communication, and adoption activities with appropriate staff.
Maintain implementation readiness and closeout checklists; coordinate post-implementation follow-up and documentation; capture lessons learned, unresolved issues, and recommended follow-up actions.
Maintain project documentation, including briefs, requirements, meeting notes, decision records, status reports, testing documentation, and implementation records.
Maintain project risk, issue, dependency, and action logs; document significant project decisions and approved changes.
Maintain and support continuous improvement of OBIS project tracking, portfolio reporting, governance workflows, and related collaboration tools.
Serve as a day-to-day coordination point among OBIS, departmental stakeholders, business owners, operational leadership, and external technology partners.
Facilitate communication about project status, outstanding decisions, dependencies, and required actions; coordinate across departments while recognizing established decision authorities.
Escalate unresolved project issues, resource conflicts, scope concerns, or governance questions to the appropriate decision-maker.
May provide project coordination, task follow-up, and administrative direction related to approved enterprise systems initiatives; the role does not have direct supervisory responsibility.