Project Coordinator

Job Title

Support Program/Asset/Project Managers by coordinating assigned projects, from beginning to end and internal skill development as requested by and with guidance from the BPA manager, team lead or other personnel with the authority to do so.

Assist in Scope Definition and management by documenting discussions in planning/project team meetings. Assist in Process and System Design requirements by documenting discussions in planning/project team meetings. Provide communication and project management best practice gap analysis.

Support and facilitate the following functions:

• Written and verbal sponsor communication.
• Planning/Project team communications and coordination.
• Inter-project team communications and coordination.

Collaborate with and provide support to the planning/project team, working to facilitate an effective and efficient team.

Planning/Project Tracking & Document Management:

• Assist in the creation and monitoring of project schedules at the request of the Program/Asset/Project manager.
• Facilitate resource commitments from other groups as required.
• Monitor project milestones and schedules to keep projects on track and on budget.
• Attend monthly financial review meetings with PM and financial analysts.
• Monitor Ready for Intended Use (RIU) dates and report to PM and/or Program Manager.
• Draft project change logs for the project manager to submit.
• Coordinate and track material per PM guidance.
• Attending update meetings for PM (e.g., 3D meeting) if requested.
• Edit project management plan per PM guidance.
• Track and follow up on action items assigned to and assigned by the BPA manager or Program/Asset/Project manager.
• Know who to contact when action items are complete, and a subsequent action can begin.
• Track and maintain documents (on workspace and Project Wise as needed) related to project.
• Coordinate information/status updates with/from project team and distribute to team members needing the updated information.
• Request, set-up, and maintain Project Work spaces. Participate in workspace innovation/development, as needed. Assist others outside of TI by navigating PM work spaces.
• Coordinate lessons learned per PM guidance.
• Compile lessons learned through project lifecycle and published lessons learned at project close-out. This is also known as Post investment reviews.
• Mark documents and maintain filing system(s), files, emails, and records in accordance with compliance requirements. Share and disperse documents only to appropriate personnel (those with a Lawful Government Purpose (LGP) to know). Mark and maintain all official records in accordance with the Information Security (INFOSEC) and Information Governance & Lifecycle Management (IGLM) standards and procedures. Validate official records are accurately maintained for auditing purposes.
• Develop Gantt charts, resources loaded schedules, 6 week look ahead, and milestones schedules as required by the planning/project team and other stakeholders.
• Assist in developing milestones and dates.
• Evaluate critical and/or multiple critical path(s) activity and their sequencing.
• Assess actual progress vs the project baseline.
• Work collaboratively with the Program/Asset/Project manager and other project coordinators to assess schedule impacts of proposed schedule changes.
• Monitor project milestones and schedules. Monitor, maintain and update project schedules as required by the Program/Asset/Project manager. Report on schedule dependencies, risks and issues and impact on the project critical path.
• Suggest corrective actions and/or develop recovery plans when delays are anticipated or occur.
• Provide expertise and assistance to Program/Asset/Project Managers and Project Coordinators on best practices to integrate schedules and their dependencies. Leverage MS Project timelines, critical path, import/export, reporting, etc. Recommend best practices to the team.
• Present multiple views of the bundle level schedules in MSP and/or Project Web Application (e.g., Task, Resource, and Assignment) as well as various formats (e.g., Gantt Chart, Network Diagram, Graph, Sheet, or Form).
• Create and revise MSP project schedules, collaborating closely with the PM and other project coordinators who will provide data such as milestone dates.
• Create, revise, and document MSP templates.
• Create, revise, and document MSP tools (e.g., macros) as requested.
• Create, revise, and document reporting tools as needed for TI as well as other groups, such as TF, TEBW, TEBI, and TPW.
• Provide expert guidance on MSP to other members of TI and BPA project managers outside of TI.

Meeting Facilitation:

• Facilitate project meetings (scoping, kick-off, monthly project team, special team meetings, etc.) using Microsoft Outlook. Request, research, and confirm project team members that are required and optional attendees. Schedule appropriate date and time, conference room, and conference calls.
• Gather information on meeting agenda topics, create agenda 24 – 48 hours in advance, distribute agenda and other documentation needed during the…