Project Coordinator

Department Overview:

The mission of the Information Technology Group (ITG) is to develop, implement and maintain technology-based services and solutions enabling OHSU to effectively manage information to accomplish its missions.

 

This position assists the Office of Project and Portfolio Services with the delivery of projects within the constraints of scope, time and cost to agreed levels of quality, within the organization's governance and project management framework. Initiatives may include interpreting and working within ITG, OHSU, and Office of Integrity guidelines and policies. Responsibilities will include coordinating the IT component of capital projects and creating and maintaining collaboration sites, file shares, and communication tools.

Function/Duties of Position:

Project Coordination for Technical, Policy or Other Projects Assigned

• Works with project managers to organize and coordinate large and/or enterprise level information technology projects.
• Independently manage smaller information technology projects.
• Monitor project plans, schedules, resources, risk management, organization and participation in project meetings, developing and conducting requirements analysis.
• Responsibilities include, not limited to:
  
  • Ensure the coordination of project success by monitoring project schedule, project cost, and project requirements delivery.
  • Develop and execute communications to project members and stakeholders.
  • Assist in the development of project scope, objectives, and strategies.
  • Perform or coordinate quality assurance efforts if required by the project.
  • Work with resource management to ensure resource availability and allocation.
  • Work with project team members regarding project work to keep project schedule on track.
    Work with project managers to track meeting minutes, action items, decisions, clarifications, etc. and to verify that the information is properly placed within project registers/repositories.

Project Coordination for Design and Construction Projects

• Works with ITG and DesCon resources to collaboratively plan, organize, and coordinate the information technology scope of IT and construction/remodel projects as assigned.
• Develops project scope documents, resource requirements, and critical success factors.
• Prepares project implementation plans and timelines.
• Coordinates implementation and maintenance processes for IT work on behalf of the DesCon small projects team.
• Develops and communicates the IT plan within the design, recommends solutions, and communicates constraints to project team and end users for small and medium DesCon projects.
• Coordinates development of project risk assessment and risk mitigation plans and project change control plans and procedures.
• Performs post-implementation reviews to measure critical success factors.
• Uses all relevant processes including project management systems, trouble ticket systems, service outage calendars, email, phone trees, paging systems and other communications tools as relevant.
• Coordinates project task assignments, project plan maintenance, and other related assigned tasks prior to or by expected due date along with follow-up to ensure customer satisfaction.
• Works with customers and other ITG units to clearly communicate operational status, task status, goals, timelines, and project deliverables.
• Identifies project completion milestones and task milestones and reports to management when they are not met or at risk.
• Other duties as assigned.

Required Qualifications:

• Four years of experience as an executive assistant, administrative analyst, researcher or administrative officer which included administrative duties, provision of technical assistance, or operations review. Two of the required years must have included administration or oversight of an on-going project or program.

• A Bachelor's degree in Business Administration, Management, Public Administration or a closely related field may be substituted for up to two years of the required experience.

Knowledge, Skills, and Abilities

• Ability to schedule complex meetings in Outlook.

• Advanced MS Office suite skills, including Project, SharePoint, Visio, Excel, Teams, OneNote, and PowerPoint.

• Demonstrates the ability to work with and provide feedback and accurate technical information to engineers and administrators in other groups working to identify and resolve issues.

• Ability to demonstrate professionalism in presentations, meetings, or other venues with employees and management at all levels within the organization – in person or virtual.

• Ability to demonstrate professional written, speaking skills to successfully build positive relationships among customers, co-workers and vendors.

• Demonstrate Core Competencies as established for your position (Leading Self, Leading Others, Leading Leaders, Leading Function).

Preferred Qualifications:

• Experience in an IT environment.
• Experience in an Academic Medical Center environment.
• Knowledge of project management methodology and terminology.
• Business analysis experience within an IT environment.
• Smartsheet experience.
• CAPM, PMP, or other project management certification.

Additional Details:

Work Location: Remote
Work Schedule: Monday - Friday, 8:00am - 5:00pm

 

Benefits

• Healthcare for full-time employees covered 100% and 88% for dependents.
• $50K of term life insurance provided at no cost to the employee.
• Two separate above market pension plans to choose from.
• Vacation - up to 200 hours per year dependent on length of service.
• Sick Leave - up to 96 hours per year.
• 9 paid holidays per year.
• Substantial Tri-Met and C-Tran discounts.
• Employee Assistance Program.
• Childcare service discounts.
• Tuition reimbursement.
• Employee discounts to local and major businesses.

All are welcome: Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status. Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation contact the Affirmative Action and Equal Opportunity Department at 503-494-5148 or aaeo@ohsu.edu.