IT Project Coordinator

The IT Project Coordinator supports the IT Project Managers and IT Business Systems Analysts in the successful delivery of IT projects and business requests. This role provides administrative support to the IT PMO Manager and the IT Business Systems Analysis Manager, and supports communication with the business, including business committee chairpersons, as directed by those managers. The coordinator works across both software development and IT operations projects.

• Support communication between the IT PMO Manager, the IT Business Systems Analysis Manager, and the business, including business committee chairpersons. Contact with the business is as directed by the IT PMO Manager and IT Business Systems Analysis Manager, who remain the primary points of contact.

• Serve as a point of communication between company team members and external resources.

• Support project managers with administrative tasks and communications with project stakeholders, as directed by the project manager.

• Monitor project progress and communicate any concerns to the project manager.

• Assist the IT Project Manager with preparing and scheduling all production deployments, including coordinating release and change windows and notifying affected stakeholders.

The scheduling, status reporting, documentation, and tracking functions below also apply to Project Management and PMO work, and to both software development and IT operations projects.

• Scheduling: Schedule stakeholder meetings, requirements sessions, product demonstrations, and user acceptance testing (UAT) sessions; resolve calendar conflicts among business users, developers, and vendors; issue meeting invitations with agendas and conferencing links; and respond to routine scheduling inquiries.

• Status Reports and Updates: Prepare and distribute status reports and routine status updates, drafting them for review by the project manager or business systems analyst as appropriate, and respond to routine status inquiries.

• Documentation Upkeep: Maintain document templates and organize files in shared repositories; track document versions and approvals; and assist with maintaining project documentation, requirements documentation, process maps, user stories, and business rules documentation.

• Tracking of Requests and Projects: Register, track, and maintain projects, proposal requests, and enhancement requests in the internal applications, and update internal trackers for tasks, issues, and deadlines.

• Meeting Support: Record and distribute meeting minutes, including decisions and action items, for requirements sessions, project meetings, and business committee meetings (as directed), and follow up on open items through resolution.

• Communication and Follow-Up: Send reminders for outstanding feedback and sign-offs; draft routine correspondence for review by the business systems analyst; and route questions to the appropriate stakeholders, allowing the business systems analysts to focus on analysis.

• Testing and Rollout Assistance: Coordinate UAT logistics and tester availability, and collect and log test feedback in a central tracker.

• Presentation Preparation: Gather screenshots, charts, and data to support demonstrations and reports.

• Provide administrative support to the IT PMO Manager and IT Project Managers, as directed.

• Support both software development and IT operations projects, adapting to the differing processes, schedules, and stakeholders of each.

• 1 year of related experience in project coordination, PMO support, business analysis, or a related IT role; internship or co-op experience may be considered
• High school diploma or GED required; BS degree in Computer Science, Information Systems, or relevant field preferred

• Self-motivated, detail-oriented, and organized, with a willingness to tackle challenging problems

• Excellent written and verbal communication skills

• Ability to support communication between IT and business stakeholders, translating between technical and non-technical audiences

• Working knowledge of project management concepts and methodologies (e.g., Waterfall, Agile/Scrum, SDLC) and of business analysis practices such as requirements gathering and documentation

• Proficiency with Microsoft 365 (Excel, Word, PowerPoint, Outlook, Teams, SharePoint); experience with project/work management tools (e.g., Jira, Azure Dev Ops, Smartsheet) preferred

• Strong time…