UMass, President's Office Project Coordinator in Shrewsbury, Massachusetts
The UMass Donahue Institute (UMDI) Organizational Development and Learning Solutions (ODLS) business unit is a full-service management training, consulting and education resource. ODLS works closely with clients to provide the most effective consulting and learning solutions to meet their needs. Working closely with the business unit director or a senior program manager, the ODLS Project Coordinator will provide detailed project management (tracking of budget & deliverables), provide program management and coordination, logistics, and technical and administrative support to our clients. Essential Functions: Project Management Manage and track major project deliverables from clients, ODLS staff, and external consultants. Financial evaluation, management, and adherence to guidelines of project deliverables against budget. Establish, plan for, and ensure adherence to timeline of future deliverables. Communicate with clients to establish expectations and manage changes to project scope, timelines, budget, and expectations. Communicate budget status to clients on a regular basis. Ability to work independently and as part of a team. Communication & Information Management Ensure accurate documentation of meeting decision points, action items, and open issues. Distribute meeting documents and resources to all appropriate parties in a timely manner. Use communication software templates (such as Constant Contact) to communicate meeting information, reminders and follow-up. Keep program and client team up to date on action items and to do list during weekly team calls. Manage work group/project group information within chosen collaborative online workspace (such as Basecamp or Smartsheet). Create and manage Outlook Email lists and meeting invites. Ability to exercise discretion in handling confidential information and material. Ability to work independently and as part of a team. Meeting Logistics Coordinate with session presenters to ensure alignment on meeting expectations and logistics Develop and secure options for free (or lowest cost available), dependable and technically appointed meeting locations that include parking in the Boston area, Metro West and Worcester areas. Secure location confirmations for standing meeting dates within guidelines of each location. Manage catering and other meeting expenses for each meeting within designated budget for each meeting type. Set up and breakdown of in-person and virtual meeting spaces. Provide technical support in Adobe Connect, SmartSheet, and Constant Contact. Other Functions: Routine tasks such as obtaining, printing and copying materials and the creation of name badges as needed. Provide back-up to ODLS team for client support. Other duties as assigned. Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience): Bachelor's degree or equivalent work experience. Proven project management skills; Strong organizational, analytical and communication skills; Attention to detail and a high level of accuracy. Proven competency in Microsoft Office suite, including Outlook, Word, Excel and Power Point in a PC-only environment. Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience): Experience or familiarity with collaborative online environments such as Adobe Connect (ability to run online client meetings and host webinars); Fluency in use of Smartsheet and Basecamp for project management; familiarity with Constant Contact. To view full job description and to apply click link.