IT PMO Project Administrator/Coordinator

$62,424 - $72,828/Yr

Stony Brook University - Saint James, NY

Full-time - Entry Level

Saint James, NY

Educational Services

About the position

At Stony Brook Medicine, the IT PMO Project Administrator/Coordinator plays a crucial role within the Information Technology team, contributing significantly to the organization's success. This position is designed for individuals who are adept at interacting with both technical and business staff within the IT department. The primary responsibilities include assisting with project planning, status reporting, tracking deliverables and tasks, conducting analysis and documentation, and facilitating meeting preparations. The role is integral to ensuring that project management deliverables are met and that communication flows smoothly across various levels of the organization. The IT PMO Project Administrator/Coordinator will provide essential administrative support to the Information Technology PMO and Business Support teams. This includes collaborating closely with IT project managers to assist in the execution of project management deliverables. The position requires interaction with all levels of Stony Brook Medicine's IT staff to gather necessary information for project management tasks. Responsibilities also encompass creating account requests and Cherwell tickets for onboarding new staff and external project consultants, as well as managing Lawson requisitions and tracking invoices to closure. In addition to these tasks, the coordinator will maintain departmental assets such as organizational charts, project management processes, templates, and other organizational assets. They will assist in preparing materials for IT governance meetings, conduct risk analysis, monitor and update risk plans, and support application testing. The role also involves managing logistics for Go Live Command Centers, including the creation and maintenance of Command Center schedules. This position is vital for ensuring that projects are executed efficiently and effectively, contributing to the overall success of IT initiatives at Stony Brook Medicine.

Responsibilities

• Provide administrative support to Information Technology PMO and Business Support.
• Work alongside IT project managers to assist with Project Management Deliverables.
• Interact with all levels of SBM IT to seek information needs for Project Management Deliverables.
• Create Account Requests and Cherwell Tickets to onboard new staff and external project consulting resources.
• Create Lawson Requisitions when needed and track invoices to closure.
• Maintain Department Assets - Org Chart, Project Management Process, Project Management Templates, and Organizational Assets.
• Assist with materials prep for IT Governance Meetings.
• Assist with risk analysis and monitoring and updating risk plans.
• Assist with application testing.
• Assist with project costing, invoices, and reconciliations.
• Manage logistics for Go Live Command Centers, including creating and maintaining the Command Center Schedules.

Requirements

• Bachelor's degree OR at least 3 years of administrative experience in an IT related environment OR at least 1 year of Project Coordination experience in an IT related environment.
• Strong written communication and great interpersonal skills.
• Ability to resolve problems without delay and/or to seek managerial intervention and operate under stressful, time-sensitive deadlines.
• Solid organizational skills, including multitasking and time-management.
• Good analytical, investigative, and problem-solving skills.
• Detail oriented and effective multi-tasking skills.
• Ability to work under pressure, high volume, meet deadlines and positively adapt to change.
• Ability to reason, research, apply basic IT principles and work independently to take appropriate action with minimal supervision.
• Ability to work proactively in a team environment, offering assistance to co-workers as needed.
• Experience working with a wide variety of technical and non-technical staff at all levels.
• Ability to use SQL Tableau for data analytics.
• Advanced analytical, problem solving and decision-making skills.
• Knowledge and understanding of project coordination and scheduling using MS Project, Project Server, Smartsheets, Project Online, or similar system.
• Ability to use Microsoft Office (Word, Excel, Outlook, and PowerPoint).
• Ability to coordinate completion of multiple tasks and deadlines.
• Knowledge of presentation design, template usage and presentation delivery.
• Ability to work flexible hours during Project Go Lives.
• Ability to use telecommunication features or applications such as Teams/Zoom.

Nice-to-haves

• Master's Degree in Applied Health Informatics.

Benefits

• Generous leave policies
• Health plans
• State pension
• Shift differentials for Night and Evening shifts
• Inconvenience pay for positions not on day shift.