Coordinator, Innovation Project

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Job description

#RPM

The Innovation Project Coordinator provides specialized support of all projects within the portfolio for ITS and all ITS-related projects requiring IT resources from the office of the Associate Vice President, Information Technology. This person works under limited supervision and must exercise initiative and independent judgment in setting priorities and carrying out all assignments for ITS-related projects within the portfolio. This individual must be able to work effectively with individuals at all levels within the college and serves as a liaison with a wide variety of groups in the college: staff and college leadership. These contacts require tact, discretion, diplomacy, and good judgement. Excellent public relations skills are necessary and projection of a positive image for GTCC is required at all times. A sense of cooperation, cohesiveness, and teamwork is needed to allow the office of the Associate Vice President, Information Technology to run effectively on a day-to-day basis.

The role aim is to help focus IT leadership efforts and provide/escalate data around the organizational aim of achieving an optimized mix among the IT project investments, making the best possible use of all resources and delivering the maximum value and benefits from projects and programs within the portfolio. The position includes some aspects and ownership for identifying, prioritizing, and coordinating project and program resources engaged with all or many of the initiatives within the IT or IT-related project portfolio. The Project Coordinator is a primary source and resource to the IT governance steering committee and senior executive engagement for communications and reporting the state and performance to expectations for the initiatives within the IT or IT-related project portfolio.
Duties/Functions

• Serve as the primary liaison to the Associate Vice President, Information Technology.
• Handle various responsibilities such as planning, scheduling, coordinating, and managing all aspect of the project(s).
• Interact with college business lines and understand their requirements.
• Monitor deadlines, status of documentation, scheduled activities, or other issues requiring timely action/response and ensures follow through. Tracks progress of innovation projects and utilizes effective workflow systems to increase efficiency and effectiveness.
• Research and source information to assist Associate Vice President, Information Technology with specific innovation projects.
• Maintain status report of the project and also keep a record of the previous reports.
• Coordinate college project meetings in support of Office of Associate Vice President, Information Technology project initiatives.
• Compile historical data available with the team and present it for reference of senior officials and the team members on the project.
• Present status reports of the project to the Associate Vice President, Information Technology and senior leaders of the college.
• Conduct training sessions for the team members and explain to them using the agile or chosen project methodology.
• Help in the development and implementation of Agile Project Management (or Waterfall Project Management) methodology.
• Provide exemplary customer service in person, over the phone and via email. Treat stakeholders with courtesy and respect, showing concern for their needs, and investigate and resolve concerns promptly.
• Assist in team development by removing road-blocks to their work, mentoring them and making a good utilization of organizational resources to improve capacity for project work.
• Maintain confidentiality of information.
• Maintain budget records: recommend expenditure requests, monitor expenditures to ensure compliance with approved budget, recommend and process budget transfers. Assist in developing draft budget proposals as necessary for approved projects.
• Perform purchasing functions: complete requisitions/contracts and process invoices for approval.
• Design, prepare, and proof read project reports and/or presentation materials for the Associate Vice President, Information Technology.
• Promote empowerment of the team by ensuring that each team member is fully engaged in the project with meaningful contribution.
• Encourage a sustainable pace with high levels of quality for the team.
• Serve on college committees and focus groups.
• Demonstrate and model the colleges employability skills: adaptability, communication, information processing, problem solving, responsibility and teamwork.
• Perform all other duties as assigned.

Difficult Challenges

• Individual will be exposed to changing priorities
• Individual may encounter unhappy or difficult customers
• Individual may have to make accommodations to fit within budgetary guidelines
• Individual will need to be persistent with expectations when explaining deadlines and priorities to stakeholders

Contacts

• IT governance steering committee
• Associate Vice President, Information Technology
• IT leadership team and staff
• Business unit executives
• Other functional group executives

Education Required

• Associates Degree in Business Administration, Project Management or related field from a regionally accredited post-secondary institution.

Education Preferred

• Bachelors Degree in Business Administration, Project Management or related fieldfrom a regionally accredited post-secondary institution.

Experience Required Five years of recent progressively responsible experience providing specialized support to a manager or executive, including evidence of experience in the following areas:

• Thorough knowledge of project management, procedures and practices to include, accounting practices to track budget and expenditures, resource management and business analyst expertise
• Proficiency in Microsoft Office products and have experience using word processing, developing spreadsheets, developing presentations, and using project management software applications

Experience Preferred

• Proficiency in Microsoft Project, Project Server or other comparable project management software
• More than 5 years of recent progressively responsible experience providing project management support to a manager or executive
• Experience in an academic setting
• Experience with Agile Project Management methodology
• Recent experience with an enterprise student information system (e.g., Colleague)
• Possess an intermediate knowledge of database programs (e.g., Access)

KSA Required

• Ability to create, correct and format documents and communications. Work experience with word processing, database software, spreadsheets, presentation, and communication software. Willingness to be continually updated in these skills.
• Ability to work independently with limited supervision.
• Demonstrate initiative in upgrading skills with professional development opportunities.
• Ability to handle paperwork and confidential information with discretion and sensitivity.
• Exceptional organizational skills and deadline management with the ability to prioritize projects and tasks.
• Ability to work efficiently and calmly under pressure.
• Strong verbal skills and personable manner in dealing with stakeholders in person and on the phone.
• Ability to compose correspondence with correct punctuation and grammar.
• Strong proof reading skills.
• Ability to communicate effectively both orally and in written form.
• Punctuality and flexibility in time management.
• Neat, professional appearance.
• Proficient computer skills.
• Accuracy and attention to detail is a must
• Ability to organize and maintain files for ready access.
• Must be willing to work flexible schedules as needed.

KSA Preferred

• Knowledge and experience with ServiceNow

Department/Job Specific Requirements

• Takes responsibility for special projects and other initiatives on behalf of the Associate Vice President, Information Technology& Vice President Operations and Facilities.
• Works with business unit leaders to develop project and program resourcing strategies to ensure optimum support for projects and day-to-day operational activities.
• Conducts meetings with senior IT leaders and key stakeholders across the organization to validate ITs understanding of business goals and effectively communicate the IT strategy.
• Establishes and manages effective relationships between business partners and IT leaders
• Collaborates with IT and other business leaders to build, execute and monitor a digitalization strategy.
• Contributes to and supports the investment strategy for digital initiatives.
• Works with business unit leaders to develop project and program resourcing strategies to ensure optimum support for projects and day-to-day operational activities.
• Supports continuous alignment of project investments and initiatives with business strategy based on changing functional needs, resource capacity constraints, risk exposure, and interdependencies.
• Coordinates special projects and other initiatives.
• Assists Associate Vice President, Information Technology in reviewing management processes to ensure compliance with the organizations strategy for corporate governance of approved projects.
• Influences sourcing strategy and ensures effective management of vendors and sourcing relationships.
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