Senior Project Coordinator - Project Management Office

University of Miami•Miami, FL

3d•Hybrid

About The Position

The University of Miami, Project Management Office is seeking a full-time Senior Project Coordinator to work hybrid in Miami. The Sr. Project Coordinator - PMO - Central coordinates project activities to ensure projects are on schedule. The Sr. Project Coordinator - PMO - Central provides administrative and logistical support including meeting arrangement, progress tracking, and documentation. The incumbent prepares comprehensive action plans that detail available resources, timeframes, and budgets for projects. The Sr. Project Coordinator works closely with project managers, project teams, and stakeholders to drive projects toward successful completion. This involves organizing meetings, tracking tasks, managing documents, providing status updates, and categorizing information. Maintain and update Project Management templates. Suggest refinements as applicable based on an understanding of project management principles and the department’s needs. Support project managers from across the Office of Enterprise Project Management on a project-by-project basis. Support may include performing administrative project-related tasks. Lead meetings effectively, through proper preparation (i.e. through meeting agendas), execution (i.e. time-management, facilitation, engagement, etc), closeout (i.e. appropriate next steps), and follow-up (i.e. meeting minutes). Schedule various meetings with stakeholders that may have complex or busy calendars. Craft and include detailed meeting agendas. Prepare project-related documentation, including but not limited to: project plans, RAID logs, stakeholder register, presentations, dashboards, status updates, meeting minutes, and notes. Monitor adherence to ePMO standards for project-related documentation. Serve as a central point of communication for stakeholders regarding various projects or potential projects.

Requirements

High School Diploma or equivalent/relevant experience, certification or license
Minimum 3 years of relevant experience required
Learning Agility: Ability to learn new procedures, technologies, and protocols, and adapt to changing priorities and work demands.
Teamwork: Ability to work collaboratively with others and contribute to a team environment.
Technical Proficiency: Skilled in using office software, technology, and relevant computer applications.
Communication: Strong and clear written and verbal communication skills for interacting with colleagues and stakeholders.

Nice To Haves

Bachelor's degree or equivalent preferred
Certification in project management preferred (i.e. CAPM, PMP, Scrum Master, etc)
Proficiency using Project Management software preferred (i.e. Smartsheet)

Responsibilities

Assists with the assignment of tasks to internal teams including schedule management.
Assists with budget preparation and tracks all project-related expenditures.
Monitors project progress and addresses any issues that arise.
Assists with the identification of completion shortfalls.
Acts as the point of contact and communicates the project status to relevant stakeholders.
Communicates timeline changes and new information to the project team.
Creates and maintains comprehensive project documentation, plans, and reports.
Ensures all needed documentation is current properly filed and stored.
Ensures adherence to standards and requirements by reviewing project objectives against deliverables.
Organizes, attends, and participates in project meetings.
Prepares necessary presentation materials for project meetings.
Records minutes and takes detailed notes during meetings.
Evaluates current procedures and recommends changes to improve the efficiency of planning and scheduling of projects.
Adheres to University and unit-level policy and procedures and safeguards University assets.
Maintain and update Project Management templates.
Support project managers from across the Office of Enterprise Project Management on a project-by-project basis.
Lead meetings effectively, through proper preparation (i.e. through meeting agendas), execution (i.e. time-management, facilitation, engagement, etc), closeout (i.e. appropriate next steps), and follow-up (i.e. meeting minutes).
Schedule various meetings with stakeholders that may have complex or busy calendars.
Craft and include detailed meeting agendas.
Prepare project-related documentation, including but not limited to: project plans, RAID logs, stakeholder register, presentations, dashboards, status updates, meeting minutes, and notes.
Monitor adherence to ePMO standards for project-related documentation.
Serve as a central point of communication for stakeholders regarding various projects or potential projects.