Project Coordinator

Job Description

The Education and Workforce Development group (EWD) requires a self-starting, detail-oriented person to fulfill a support role for a large federal project. This position will be a member of the Synergy Project Support (SPS) team in EWD and will be responsible for receiving work from project directors and task leaders and executing per the project guidelines. The SPS team will be a support team to train and familiarize you with EWD systems and processes as well as secondary review resources as needed. The first third of this position includes coordinating and implementing the logistics of panel meetings that are held in a different city. This may include hotel contracts, attendee travel arrangements and reimbursements, and materials preparation and shipping. The second third includes receiving monthly project updates from task leaders, combining the updates into a MS Word and/or Excel document (templates exist), and applying established style and formatting to reports and their companion documents. The last third includes clerical work such as running reports, notetaking in meetings, providing post-meeting notes and action items, updating deliverable charts, and other similar tasks as needed. This position will be responsible for applying for and receiving a Position of Trust Suitability determination with the Department of Education. Responsibilities:

• Utilize MS Word to apply advanced formatting to project deliverables such as styles, table of contents, exhibits, footnotes/endnotes, tables, bullets, section breaks, layouts, etc....
• Utilize MS Excel to capture and move charts and graphs from Excel to MS Word documents and apply necessary styling and clean-up.
• Learn, understand, and follow established templates and processes for the creation and/or updating of project deliverables (MS Word, Excel, Project, and Adobe).
• Take responsibility for the quality of format and style applied to documents and seek “second-set-of-eyes” review whenever needed to enhance quality output.
• Generate monthly report which includes a comprehensive overview of monthly activities, spending forecasts, and labor tracking
• Plan and manage Technical Review Panel meetings including hotel agreements, attendee reservations and reimbursements, and materials creation/provisions.
• Utilize the TRP database to manage, track, and update panel meeting logistics, attendees, and materials.
• Work closely with the TRP database business owner to execute according to project needs and produce documentation from the database to be used for multiple purposes.
• Access, update, and assist others in accessing storage spaces such as Share Point, TEAMs, network drives, and other similar electronic systems to organize and maintain secure project content.
• Manage logistics, invitations, agenda dissemination, and meeting documentation for project meetings.
• Attend project meetings and take responsibility for note taking, action documentation, and dissemination of information to all applicable staff following meetings.
• Update project schedules in various tools such as MS Project and Microsoft Excel.
• Assist project directors and/or task leads with tracking tasks and documentation management for assigned projects.
• Use Salesforce to develop quality control documentation for the project, to be updated on an ongoing basis
• Attend project meeting to discuss project budget and identify tasks to be billed.
• Generate and submit monthly invoice and financial reports
• Support the creation of sub-contracting arrangements and consultant agreements as required.
• Run pre-defined reports from Cognos on a regular basis to support team members.
• Follow quality protocol, such as an RTI editorial review, for written documents submitted as project deliverables.
• Adhere to best practices defined by project leaders and supervisors.
• Assist with managing contractual compliance issues, developing resolutions to meet productivity, quality, and client-satisfaction goals.
• Communicate clearly and professionally with project team, vendors, clients.

As a member of the Synergy Project Support team:

• Serve as systems expert/support for 1 – 3 commonly used software/systems/processes for the EWD team.
• Serve as EWDnet website point-of-contact
• Manage updates to EWDnet by meeting routinely with the webmaster to discuss ongoing website maintenance.
• Delegate tasks to individual page owners and support them in making changes.
• Collect and submit large-scope website edits
• Assist staff in sourcing office supplies, scheduling meetings, and communicating announcements within the division
• Organize materials in common areas (supply rooms, mailrooms, etc.)
• Take ownership of needed professional development and develop skills and increase competency/efficiency by taking advantage of on-the-job training provided by more experienced staff.
• Assume responsibility for being knowledgeable about division and unit-level standard operating procedures (SOPs) and processes. (Ex. E-QIP, Contracts, Engagement with Financial Analysts, etc.)
• Adhere to best practices defined by task leaders and supervisors.
• Crosstrain team members based on existing or learned knowledge/skills/expertise.

Qualifications:

• Proficiency in the following software: Microsoft Office Suite, Salesforce, Onbase, Zoom, Cognos, Concur, Vantage and Marketplace
• Proficiency using advanced formatting features in MS-Word and Excel.
• Competent with Adobe Pro
• Experience planning and managing Technical Review Panel meetings including hotel agreements, attendee reservations and reimbursements, and materials creation/provisions.
• Experience with maintaining a website and making large-scope website edits
• Experience with Cognos, able to run and schedule multiple financial reports
• Ability to multi-task.
• Ability to work well with others.
• Ability to listen and communicate well both verbally and in writing.
• Ability to work independently.
• Attention to detail and accuracy.
• Ability to obtain proper security clearances as noted by contracts.
• Ability to handle the stress associated in meeting frequent, multiple and tight deadlines
• To qualify, applicants must be legally authorized to work in the United States, and should not now, or in the future, require sponsorship for visa status