Project Coordinator

Position Summary / Career Interest:

Will be responsible for reviewing, verifying, and processing HITS vendor invoices. Working closely with HITS technical tams to validate the accuracy of invoices and obtain approvals. Auditing requests for reimbursements and travel. Researching missing invoices. Collaborating with Accounts Payable and Accounting to ensure correct Workday entries. Preparing month-end reports for HITS capital hours reimbursements. Analyzing professional and consulting hours to identify capital activities that can be reimbursed. Working with Procurement and Material Management to validate Purchase Order information prior to payments. Working with HITS Leadership to furnish actual capital spend at the end of the month.


Responsibilities and Essential Job Functions

• Responsible for timely updating and maintenance of project timelines and work plans for Service Improvement Program (SIP) implementation. Works with SIP Leadership and appropriate ITS Management to ensure project plans are updated and reflect accuracy. Communicates timeline issues and slippage in a timely manner.
• Assist with workload management for all functional project leads assigned to this SIP.
• Has a basic understanding of the Microsoft Operations Framework (MOF) Process Model and Service Management Functions as they relate to MOF and Information Technology Infrastructure Library (ITIL).
• Demonstrates proficiency in MS suite of applications including Excel, PowerPoint, Visio, SharePoint and Project. Creates, updates, and maintains key project documentation. - Coordinates all activities relating to the Service Improvement Program implementation and functionally related projects which may include but is not limited to scheduling MOF/SIP training, occasional travel, registrations, expense processing, and reimbursement as required. Assist SIP team members with project coordination and workflow logistics.
• Coordinates all activities relating to the Service Improvement Program implementation and functionally related projects which may include but is not limited to scheduling MOF/SIP training, occasional travel, registrations, expense processing, and reimbursement as required. Assists SIP team members with project coordination and workflow logistics.
• Working with ITS Leadership, helps manage and track overall project issues, risks, and contingency plans. Proactively monitors and seeks out information on these items through regular attendance in meetings, staff and management interviews, and other communications.
• Working with the Service Level Manager, identifies and coordinates end-user MOF/ITIL training schedules, locations, and needed training for appropriate staff. Provides administrative support to continue incremental process improvement with workflow and metrics.
• Establishes and communicates procedures for improved operating efficiency and accountability for SIP team. This may include capital versus operating expense reporting.
• Coordinates and oversees special projects as requested by ITS Management.
• Must be able to perform the professional, clinical and or technical competencies of the assigned unit or department.
• These statements are intended to describe the essential functions of the job and are not intended to be an exhaustive list of all responsibilities. Skills and duties may vary dependent upon your department or unit. Other duties may be assigned as required.

Required Education and Experience

• High School Graduate
• 3 or more years of broad administrative assistant or executive secretarial experience

Preferred Education and Experience

• Associates Degree in Business OR
• Bachelors Degree in Business
• ITIL essentials background

Preferred Licensure and Certification

• Certified Administrative Professional (CAP) - International Association of Administrative Professionals (IAAP) OR
• Certified Professional Secretary (CPS)

Knowledge Requirements

• Ability to use telephone
• Able to communicate one-on-one in meetings
• Able to participate in internal and external meetings
• Adequate to perform essential functions of the job such as reading, writing, and computer use
• Problem solving, cognitive reasoning, communication skills, attention and memory, reading, writing and arithmetic)
• Adequate to perform essential functions of the job such as conceptualizing, planning, organizing, communicating concepts and specific directions

We are an equal employment opportunity employer without regard to a person’s race, color, religion, sex (including pregnancy, gender identity and sexual orientation), national origin, ancestry, age (40 or older), disability, veteran status or genetic information.