Project Coordinator

$103,626 - $116,730/Yr

Northwest Educational Service District 189 - Everett, WA

Full-time - Mid Level

Everett, WA

Professional, Scientific, and Technical Services

About the position

The Project Coordinator plays a crucial role in the successful implementation of Skyward Qmlativ across the Cooperative membership. This position involves daily project management, effective communication, coordination, meeting facilitation, and overall leadership of software migration projects. The Project Coordinator is expected to demonstrate strong communication skills, exceptional organizational abilities, and adept relationship-building skills, while also providing support for other strategic non-migration projects.

Responsibilities

• Manage up to 20 software migration projects in various stages of completion.
• Coordinate with clients, internal teams, and cross-agency members to ensure consistency in processes, communications, and project progress.
• Lead project teams by assigning responsibilities, monitoring progress, planning, and implementing strategies for timely deliverables.
• Plan, schedule, and lead meetings.
• Coordinate and communicate handoffs of information, tasks, and projects to district project management and internal agency support teams.
• Provide project support and guidance via cohorts of multiple districts.
• Coordinate the software migration Go Live Plan.
• Provide pre and post Go Live project support.
• Manage project implementation materials including procedures, process flows, and client-facing documents.
• Track task performance against the implementation plan and communicate status.
• Define, document, and maintain a consistent implementation process across projects and teams.
• Serve as the primary communications expert for conveying software migration project information to district, agency, and cross-agency leaders and stakeholders.
• Prepare status reports on implementation progress for stakeholders.
• Develop and maintain client relationships, evaluate satisfaction, and address any issues related to the software migration project.
• Foster effective working relationships with clients, departments, third-party vendors, and internal teams for assigned projects.
• Effectively partner with change management teams as needed in support of stakeholders affected by software migration projects.
• Identify and address project barriers to software migration progress.
• Escalate urgent needs and customer concerns to relevant teams and leaders for assigned projects.
• Advise the Director and product teams on risks and barriers affecting the implementation timeline.
• Manage risks to enhance project effectiveness and efficiency.
• Identify and initiate process improvements that will mitigate software migration risks and improve client experience.
• Oversee the deployment of the Migration Center and Professional Development Center.
• Manage district data preparation using Smart Sheet, Data Migration Tool, Training and Learning Accounts, and other relevant tools.
• Maintain and regularly assess task lists and toolkits to ensure timely task completion.
• Provide support to the NWRDC Director with project management, process improvement, and innovation for non-migration projects related to client support, financial, and operational goals.
• Conduct analysis and research to support the strategic vision and goals of assigned projects.

Requirements

• Bachelor's Degree in a relevant field such as Organizational Leadership, Project Management, Business Administration, Public Administration, Education, or Information Technology Management.
• Certification in Project Management preferred.
• Two years of experience in project coordination or management, preferably in software implementation.
• Strong skills in planning, scheduling, and leading project meetings.
• Excellent written and verbal communication abilities.
• Ability to develop and maintain effective working relationships with clients, teams, and vendors.
• Strong interpersonal skills and ability to influence and support stakeholders through changes.
• Exceptional organization and attention to detail in managing project documentation and tasks.
• Strong analytical skills with a proactive approach to identifying and resolving project barriers.
• Ability to think creatively and effectively problem solve even while under pressure.
• Ability to initiate process improvements for better project outcomes.
• Ability to influence others to help manage resistance to change.
• Advanced proficiency in Microsoft Excel, Word, and project management software.
• Ability to quickly learn and understand concepts related to Qmlativ financial management and student information systems.
• Ability to adapt to manage new and evolving responsibilities within the project framework.
• Willingness to travel for meetings and on-site support as needed.
• Ability to identify risks and barriers to project success and implementing mitigation strategies.
• Ability to work independently using effective time management.
• Commitment to handling sensitive information with discretion and confidentiality.
• Ability to manage multiple projects, including coordinating and leading cross-functional teams.
• Familiarity with software migration processes and change management.
• Successful communication and relationship-building skills, especially in a client-facing capacity and with executive leadership.

Nice-to-haves

• Experience in software migration processes and change management.
• Project Management Professional (PMP) certification.

Benefits

• Medical Insurance
• Dental and Vision insurance with 100% paid premiums for employee and eligible dependents
• Annual Paid Leave - (20-25) Vacation days, (12) Sick days, (1) Floating Holiday, (13) observed Holidays
• Bereavement Leave
• Jury Duty Leave
• Tuition Reimbursement
• Long Term Disability
• Basic Life Insurance $35k (w/voluntary additional coverage)
• WA State Dept. of Retirement Systems Membership -Teachers' Retirement System (TRS) or Schools Employees' Retirement System (SERS)
• Deferred Compensation Program (DCP) offering 457 deferred savings plan
• Flexible Spending Accounts for medical and dependent care
• Voluntary Employees' Benefits Association (VEBA) participation
• Employee Assistance Program
• Professional Development opportunities