Project Manager Trainee , NYC; NY HELPS

Position: Project Manager 1 Trainee 1/2, NYC (NY HELPS)
Duties Description The Project Manager 1 (PM
1) will perform fundamental project management activities for small to medium scope projects within the Division of Technology and Innovation. These projects are primarily internal initiatives that support the agency's technology modernization efforts. The PM 1 will be responsible for supporting project planning, scheduling, and coordination under the guidance of more senior project staff.
Duties include but are not limited to:

• Assisting in the development and refinement of project plans, including defining scope, objectives, and deliverables based on established procedures and guidelines.

• Supporting the identification of project milestones, critical deadlines, and resource requirements.

• Participating in project meetings to document discussions, decisions, and action items.

• Tracking project progress, schedule adherence, and expenditures, and preparing status reports for stakeholders.

• Maintaining project documentation, including schedules, issue logs, and quality metrics, ensuring they reflect current project status.

• Assisting in the review of project proposals and plans to ensure alignment with agency standards and objectives.

• Supporting quality assurance activities related to project deliverables and performance metrics.

• Facilitating communication among team members, stakeholders, and vendors to ensure project activities are coordinated and objectives are met.

• Contributing to the organization and maintenance of project management tools, templates, and repositories.

• Supporting the planning and execution of project close-out activities, including lessons learned sessions and documentation archiving.

• Assisting senior project staff in preparing reports, project inventories, and other documentation necessary for project oversight.

• Providing support in the development of requests for proposals (RFPs) and other procurement activities related to project needs.

• Participating in training or mentoring agency staff on basic project management processes and tools.

Preferred Qualifications:

• Ability to initiate and maintain relationships across a diverse set of stakeholders.

• Project Support

Experience:

Up to two (2) years of experience providing administrative, coordination, or project support in an office, technology, or government setting.

• Project Management Fundamentals:
Demonstrated understanding of core project management principles, including task management, scheduling, milestones, and deliverables.

• Documentation & Reporting:
Experience in preparing and maintaining project documentation (e.g., schedules, meeting minutes, action items, issue logs) and supporting project tracking and reporting activities, including compiling information for status updates.

• Vendor Coordination:
Experience in administrative vendor management support, including coordinating meetings and communications, tracking deliverables and due dates, maintaining contact information, and assisting with invoice tracking.

• Procurement Familiarity:
Familiarity with or experience supporting procurement processes, such as assisting with RFPs, maintaining procurement files, or supporting contract documentation.

• Technical Proficiency:
Proficiency with standard office productivity and collaboration tools (e.g., Microsoft Office Suite, SharePoint, Teams, or similar).

• Organizational & Communication

Skills:

Strong organizational skills, attention to detail, and the ability to manage multiple tasks effectively. Excellent written and verbal communication skills, with a proven ability to document discussions and action items.

• Team

Collaboration:

Ability to collaborate effectively with technical staff, program staff, supervisors, and external vendors in a team-oriented environment.

• Education/Training (Desirable):
Completion of coursework, training, or certifications in project management, business administration, or information systems is a plus.

Minimum Qualifications This title is part of the New York Hiring for Emergency Limited Placement Statewide program (NY HELPS). For the duration of the NY HELPS Program, this title may be filled via a non-competitive appointment, if they meet the…