IT Project Coordinator

Trillium Staffing - Quincy, MA

Full-time

Quincy, MA

Administrative and Support Services

About the position

Trillium is seeking an IT Project Coordinator to oversee the coordination, facilitation, elicitation, and aggregation of status reporting and the overall health of various projects. This role is crucial in helping to lead and schedule kick-off meetings with the EOHHS business areas to establish a mutual understanding of engagement objectives, timelines, roles, and deliverables. The IT Project Coordinator will be responsible for tracking, maintaining, and coordinating action items, risks, issues, and next steps throughout the project lifecycle. The ideal candidate will develop and maintain effective relationships with project team members, senior leadership, and stakeholders across all projects. This includes documenting and maintaining records of current project plans, meeting minutes, decisions, project reports, schedules, budgets, and cost tracking reports. The coordinator will also prepare and design presentation-ready project reports using graphics and desktop publishing software, integrating various file types into cohesive reports. In addition to these responsibilities, the IT Project Coordinator will coordinate conference calls and meetings for multiple teams/projects, present meeting agendas, and document meeting minutes as needed. Financial responsibilities include tracking invoices, managing financial requests, and ensuring timely completion of open requests in collaboration with the Help Desk team. Adherence to established Commonwealth policy and procedures regarding project management methodology and quality assurance is essential. The coordinator will also manage the internal Project Repository (SharePoint, Jira, or other methods) to ensure all project artifacts are collected, version-controlled, and readily available.

Responsibilities

• Responsible for overall coordination, facilitation, elicitation, and aggregation of status reporting and health of the project.
• Help lead and schedule kick-off meetings with the EOHHS business areas to establish mutual understanding of engagement objectives, timeline, roles, and deliverables.
• Tracks, maintains, and coordinates action items, risks, issues, and next steps.
• Develops and maintains effective relationships with project team members, senior leadership, and stakeholders on all projects.
• Documents and maintains records of current project plans, meeting minutes, decisions, project reports, schedules, budgets, and cost tracking reports.
• Prepares and designs presentation-ready project reports using graphics and desktop publishing software; integrates word processing and spreadsheet files into reports.
• Prepares slides, overheads, and handouts for presentations or reports; develops templates for reporting and communication.
• Coordinates conference calls and meetings for multiple teams/projects; presents meeting agendas and documents meeting minutes as needed.
• Financial responsibilities include invoice tracking, managing financial requests through creation, signature, and budget tracking.
• Reviews and receives approval for system support tickets.
• Maintains a working relationship with the Help Desk team to ensure timely and accurate completion of open requests.
• Adheres to established Commonwealth policy and procedures with respect to project management methodology quality assurance and other related standards.
• Manages the internal Project Repository (SharePoint, Jira or some other method) to ensure all artifacts are collected, version controlled, and available upon request.

Requirements

• Minimum of 3 years of experience working in Business, System, and Data Analysis, or other related experience in an IT environment.
• Technical project management experience preferred.
• Ability to work independently and as part of a team.
• Experience with and preparing documentation.
• Basic understanding of information technology design and development.
• Ability to translate and communicate technical concepts, information, plans, and procedures to both technical personnel and non-IT business users.
• Ability to develop and maintain effective relationships with management, business users, and project team members.
• Ability to interact effectively with technical personnel and with a wide variety of technical resources.
• Proficiency with MS Project.
• Proficiency with MS Office applications including Excel, Word, Visio, Outlook, and PowerPoint.

Nice-to-haves

• Possess strong organizational, presentation, and customer service skills.
• Possess excellent problem-solving and team collaboration skills as required in project environments.