Project Coordinator

Apply now Job no: 494351
Position type: Staff Full Time
Campus: UMass President's Office
Department: IGS-Org. Developmnt & Training
Categories: Donahue Institute
Advertised: Eastern Daylight Time
Applications close: Eastern Daylight Time

Primary Work Location:

333 South St. Shrewsbury, MA 01545, or One Beacon Street, Boston, MA 02108

Normal Work Schedule:

Standard full-time work schedule consisting of five, eight-hour days and 40 hours each week. Work performed in addition to regular work hours may be necessary, and may require a change in availability at specific times, to accommodate for variations in work and client demands.

Job Summary:

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. 

Working Conditions:

  • An office-based, collegial environment.
  • Expectation is to maintain regular communication with supervising manager(s) and clients.
  • Busy, open office area resulting in multiple interruptions and requests for assistance.
  • Multiple hours in stationary position and using office equipment and computers. Some transporting of supplies and materials.
  • Schedule flexibility and work performed in addition to regular work hours may sometimes be necessary. 
  • Must have flexibility to travel on an as-need basis within Massachusetts and occasionally outside of the Commonwealth to attend meetings and conduct field-based data collections.
  • Light Carrying:  Physically transporting items weighing less than 15 pounds from one location to another.
  • The physical/mental demands and work environment factors described above are representative of those that must be met by an employee to successfully perform the essential functions of this job

Additional Details:

  • This position may be funded by grants and/or contracts, and is contingent upon funding.
  • This is a full-time benefited position.
  • No relocation assistance provided.
  • Any job offer within the President's Office is specifically conditioned upon the potential candidate consenting to and successfully completing a background review.

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The University of Massachusetts is an Equal Opportunity/Affirmative Action, Title IX employer. All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, national origin, ancestry, age over 40, protected veteran status, disability, sexual orientation, gender identity/expression, marital status, or other protected class.