Posted: Wednesday, February 7, 2018 11:33 AM
Employment Status:AF : Active : Regular : Full Time
Job Summary 13;
The Administrative Project Coordinator is responsible for the support of initiating, planning, tracking and reporting multiple projects within the Facilities Planning and Project Management department. He/she will assist in the management of multiple, simultaneous project efforts; track the status of work plans, deliverables and/or issues; and identify, raise and drive issues to resolution. He/she will apply effective logistics management principles as well as processes and tools to enable project success. He/she will also maintain the project calendar and develop agendas, record minutes, track action items and other project related duties as assigned. He/she will be responsible for ensuring that project updates on E:Builder are current and align with an overall master Project Schedule. This position will also provide administrative support to the Director of Facilities Planning and Project Management as well as providing administrative support to the Facility Planning and Project Management Team.
Job Responsibilities 13;
:Tracking and Reporting: Supports the project team with the development of high level timelines and work breakdown structures. With support from the project team, develops and maintains the overall master Project Schedule for capital projects in MS Project or similar tool with agreed upon phases, tasks, timelines and resources. At the end of each phase/project, asks customers to participate in a client satisfaction survey to rate us on how we are doing overall and how we can continually improve. Prioritizes projects based on pre:set criteria, develops and maintains issue logs and priority lists for projects, regularly reports on project status. Coordinates Project Managers E:Builder project updates with the overall master Project Schedule to ensure that all information is accurate and up to date.
:Documentation: Assists staff members with research, preparation and publication of project related documentation such as status reports, issues tracking logs, etc. Develops, prepares or completes various project documentation/forms, reports, correspondence, contracts, budget documents, power point presentations and other related materials as requested to project related staff and end users.
:Communications: Responds to inquiries; provides information, resolves problems, or refers to others as appropriate. Coordinates efforts between Facilities Planning and Project Management divisions as well as other hospital departments. Listens to our constituents as we deliver our services to ensure that we are doing what is expected.
:Logistics: Assists with the organizing, scheduling and coordination of project related meetings and other events to include distribution of invitations/notifications; maintains accurate attendee log. Prepares purchase requisitions for project related purchases. Assists Project Managers in entering requisitions into Lawson and tracks purchase order numbers for all projects.
:Office Professionalism and Etiquette: As the Administrative support person for the department, he/she will be the first point of contact for incoming phone calls and the point of contact for colleagues and constituents of the Facilities Planning and Project Management professional staff which requires the highest level of professionalism and courteous customer service.
:Office Management: Maintains Facilities Planning and Project Management departmental files including contracts, certificates of insurances and other regulatory files. Provides management of monthly departmental meetings including preparation of agendas, recording meeting minutes and tracking follow:up items. 13;
Job Responsibilities (Continued) 13;
:Confidentiality: Securely maintains confidential employee personnel files, highly confidential information about our strategy, projects, contracts and business
• Location: South Jersey
• Post ID: 53680607 newjersey