Workday Project Support Coordinator

Workday Project Support Coordinator

Purpose

The purpose of this engagement is to obtain temporary supplemental staffing under UPA
200095 to support the Workday Program Office during the Workday Enterprise Resource Planning (ERP) implementation. The resource will assist with ERP-related work, through activities as assigned by department leadership.

The resource will provide project‑support services as assigned. The work will require familiarity with procurement operations, including scheduling and coordination, project management and change management. Activities may include:

• Maintain and update the overall project calendar, tracking key milestones, deliverables, and deadlines throughout the Workday implementation lifecycle.
• Schedule and manage recurring project meetings, workshops, steering committee sessions, and user acceptance testing activities.
• Proactively identify potential scheduling conflicts and ensure resource availability for critical project tasks and meetings.
• Collaborate with team members and stakeholders to adjust schedules as needed, ensuring alignment with project objectives.

• Coordinate and schedule meetings between internal teams, external consultants, and stakeholders, ensuring all participants receive timely invitations, agendas, and follow-up materials.
• Organize project workshops, training sessions, and implementation events, managing logistics such as meeting room reservations, virtual meeting setup, and equipment arrangements.
• Monitor attendance and follow up with participants to ensure all key project members are engaged and aware of upcoming activities.

• Assist the project management team in developing high-quality presentations for stakeholder meetings, status updates, and executive briefings.
• Create and maintain project documentation, such as meeting minutes, decision logs, status reports, and risk registers.
• Assist in the development of visual aids and other materials for presentations, using tools such as PowerPoint, Excel, and Workday-related content.
• Ensure all project-related documentation is organized and stored in a central repository for easy access by the team and stakeholders.

• Maintain effective communication with all stakeholders, providing timely updates on project activities, scheduling changes, and upcoming milestones.
• Distribute meeting agendas, action items, and key decisions to ensure alignment across teams.
• Serve as the point of contact for project-related inquiries, assisting with the resolution of scheduling or logistical issues.
• Provide administrative support to project managers and team leads as required.

Personal computers, printers & word processing, database management & spreadsheet software. Microsoft Office Suite (Excel, PowerPoint, Word, Teams). Google calendars, Zoom, and Smartsheet.

Required:

• Minimum of two years of professional experience providing administrative support.
• Demonstrated experience in project coordination and execution of complex scheduling.
• Demonstrated strong organizational and time management skills including the ability to manage multiple tasks simultaneously.
• Demonstrated strong verbal and interpersonal communication skills, including customer service orientation and positive attitude.

Preferred:

• Bachelor's degree.
• Demonstrated familiarity with ERP systems such as Workday or similar HCM software.
• Demonstrated experience in coordinating large-scale training initiatives.
• Demonstrated experience in project coordination and execution of complex scheduling in HR or IT projects.
• Demonstrated experience in project management software (e.g., Smartsheet).