Senior Project Coordinator - Project Management Office

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The University of Miami, Project Management Office is seeking a full-time Senior Project Coordinator, to work hybrid in Miami.

We are seeking a Senior Project Coordinator who excels at bringing structure, organization, and accountability to complex initiatives. This is not a technical project role. We are looking for a project support professional with experience coordinating project activities, maintaining plans and documentation, tracking actions and risks, facilitating meetings, and supporting project managers and stakeholders. The ideal candidate is detail-oriented, proactive, and comfortable working across multiple projects and stakeholder groups in a fast-paced healthcare environment.

Core Job Summary

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.

Core Job Functions

• 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.

Additional information

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

Core Qualifications

Education

High School Diploma or equivalent/relevant experience, certification or license

Certification in project management preferred

Experience: Minimum 3 years of relevant experience required

Knowledge, Skills and Abilities

• 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.
• Proficiency using Project Management software preferred (i.e. Smartsheet)

Department Specific Job Summary

The Sr. Project Coordinator - PMO - Central (H) coordinates project activities to ensure projects are on schedule. The Sr. Project Coordinator - PMO - Central (H) 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.

Department Specific Job Functions

• 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.

Pay and benefits

The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.

UHealth-University of Miami Health System, South Florida's only university-based health system, provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine. As an academic medical center, we are proud to serve South Florida, Latin America and the Caribbean. Our physicians represent more than 100 specialties and sub-specialties, and have more than one million patient encounters each year. Our tradition of excellence has earned worldwide recognition for outstanding teaching, research and patient care. We're the challenge you've been looking for.

Job Status: Full time

Employee Type: Staff