Assistant Project Manager

Overview

The Assistant Project Manager supports the delivery of ITS initiatives through strong project coordination, documentation, and communication. Working under the direction of the Associate CIO / Director of Enterprise Portfolio Management and Transformation and in close partnership with ITS Project Managers, this role helps maintain consistent project practices, accurate reporting, and successful go-live readiness. The Assistant Project Manager may also lead low-risk, low-to-moderate complexity projects as assigned, while building competencies toward more advanced project management responsibilities.

• Multiple health and dental plan options, plus vision coverage.
• Up to 8% retirement plan match.
• Generous leave time, including vacation, sick, and personal time, and 12+ holidays per year.
• Educational benefits
  : UNE tuition waiver for employees, spouses, and domestic partners

• Support assigned ITS Project Managers with project planning, schedule maintenance, task tracking, and follow-through on action items.
• Prepare and maintain project artifacts including charters, work plans, meeting agendas and notes, decision logs, risk and issue logs, and status reports using ITS standards and templates.
• Coordinate project meetings, workshops, and working sessions; document outcomes and communicate next steps to stakeholders.
• Independently manage assigned low-risk projects or work streams under guidance, including scope, schedule, and stakeholder coordination.
• Support go-live planning activities such as cutover checklists, readiness checkpoints, communications timing, and post go-live stabilization tracking.

• Maintain accurate project data in portfolio and project management tools (for example, Smartsheet), including milestones, dependencies, percent complete, and key dates.
• Assist with portfolio reporting by compiling weekly and monthly status updates, dashboards, and metrics for leadership review.
• Support intake and initiation activities by ensuring requests, approvals, and documentation are complete and stored in the appropriate repository.
• Track resource and scheduling inputs for assigned projects and escalate capacity risks or dependency conflicts to the Project Manager and Director.

• Partner with change management and training resources to support stakeholder engagement, communications drafts, training logistics, and readiness checkpoints for assigned initiatives.
• Assist with stakeholder mapping and impact tracking to help ensure the right audiences are informed and prepared for changes.
• Support development and distribution of project communications in coordination with functional owners and institutional communications as appropriate.

• Coordinate vendor meetings and deliverable tracking for assigned projects; ensure action items and dependencies are documented and followed through.
• Support procurement and onboarding logistics such as scheduling, access coordination, documentation collection, and communications with internal stakeholders, under the guidance of the Project Manager and Director.
• Escalate vendor risks, delivery concerns, and contract questions to the Project Manager and Director.

• Participate in project retrospectives and lessons learned; contribute improvements to templates, checklists, and project delivery practices.
• Maintain working knowledge of project management standards and participate in training aligned to career progression (for example, CAPM and later PMP readiness).
• Other duties as assigned.

Required Qualifications

• Bachelor’s degree in business, information systems, information technology, or a related field, or equivalent combination of education and relevant experience.
• One to three years of experience supporting projects, coordinating work, or providing project administration in a professional environment.
• Foundational knowledge of project management concepts and the ability to apply structured methods for planning, tracking, and communication.
• Strong organizational skills with the ability to manage multiple priorities, maintain attention to detail, and meet deadlines.
• Proficiency with common collaboration and productivity tools (Microsoft 365, Teams, Excel, Word, PowerPoint) and comfort learning new platforms.
• Strong written and verbal communication skills, including the ability to draft clear meeting notes, status updates, and stakeholder communications.
• Ability to work effectively with diverse stakeholders, including technical teams, functional partners, and external vendors, in a collaborative service-oriented environment.
• Commitment to confidentiality, information security practices, and adherence to institutional policies.

• CAPM certification or completion of at least 23 hours of project management education, with the…