Information Services Project Coordinator

RESPONSIBILITIES:

- This position reports to the Information Services Project Management Office.
- Primary responsibilities include providing project coordination and support for the firm's PMO, as well as performance of IS-related special projects.
- Supports the PMO by coordinating various aspects of projects, including large project meetings and demos, formatting RFIs and RFPs; creation, developing project presentations and communications, and supporting organizational change management activities.
- Provides support to the PMO through the development of weekly status report summaries and the monthly recording of actual time reported by project participants into the applicable project resource plans.
- Coordinates small projects that may impact Information Services alone, multiple business units or firmwide.
- Receives direction from the Information Services Admin and PMO Leader, as well as the CIO, relative to project identification, objectives and timelines.

SPECIAL PROJECTS

- Perform/Manage special assignments (examples include, but are not limited to, special committees or work teams, publications, BU/DU/SDU events, etc.), as well as on-going administrative activities in support of projects.
- Vendor coordination and management
- Development, maintenance and publishing of IS artifacts and templates
- Presentation development, release, and management
- Retrieves technical research from Gartner and similar repositories as well as manages Gartner Analyst calls
- Gathers content, formats and distributes IS-specific communications

FIRMWIDE TECHNOLOGY COMMUNICATIONS COORDINATION

- Works in conjunction with others to maintain the TechBoost site, including graphic design elements.
- Works in conjunction with others to develop and maintain technical User Guides (eg, Lync).
- At least semi-annually, solicits technology changes to meeting room technology guides. Updates the meeting technology guides posted in meeting rooms across the firm and coordinates the posting of updates with local Office Managers.
- Works in conjunction with the IS Admin & PMO leader, Firmwide Communications, and the CIO to develop and publish communications (eg, CN articles, 5911 notices, etc.).

CONTRACT PROCESSING AND MANAGEMENT

- Manages the contract (eg, MSA, SOW, Contract Addendum, License Agreement, etc.) process, which includes: ensuring all signatures and counter-signatures are received, and maintains an electronic library of all contracts signed by the CIO (ie, 150 - 200 annually).
- Executive Assistance to CIO
- Provides executive level administrative support to the PMO and CIO. This includes, but is not limited to, the following: Calendar management, scheduling, and travel

ROLE CAPABILITIES:

Business Communication

- Maintains professional demeanor even in the most stressful or difficult situations
- Converts technical concepts info effective documents and presentations
- Produces written material that is understandable, as evidenced by the reactions of the recipients
- Practices effective listening by providing feedback to the speaker in such a way that it is clear that the message was understood
- Keeps written material concise and relevant

BUSINESS KNOWLEDGE & AWARENESS

- Leverages training as a means for growing and expanding knowledge
- Seeks knowledge and continuous learning
- Applies knowledge of the firm's organization and services and how they impact priority and urgency of end user requests

CHANGE MANAGEMENT

- Operates smoothly in unstructured and ambiguous situations
- Works through situations to gain further insights and resolution
- Adapts to new and evolving scenarios with creativity and versatility to complete tasks
- Anticipates change barriers and helps others proactively assess potential impact
- Investigates and identifies viable avenues to achieve desired results within changing parameters

INDUSTRY EXPERTISE

- Delivers administrative activities aimed at (1) defining a process, (2) establishing responsibilities, (3) evaluating process performance, and (4) identifying opportunities for improvement
- Provides guidance to less senior members and colleagues on specific tasks, if applicable
- Executes work with awareness of others, similar process needs and/or competing priorities

MEETING MANAGEMENT & FACILITATION

- Assist in the planning and coordination of meetings including making recommendations (eg, agenda items, attendees, meeting logistics, etc.), if applicable
- Adapts quickly to crisis situations, changing procedures, methods or processes as mandated by the situation
- Proactively follows up on open items that resulted from a meeting

PROJECT MANAGEMENT

- Identifies and works to maintain alignment and communications across project/task related interdependencies
- Engages in and encourages two-way communication within and across project team to manage expectations
- Serves as first tier in problem/issue analysis and resolution
- Determines accurate situations to escalate problems/issues to management

PROBLEM SOLVING & ANALYSIS

- Analyzes and synthesizes data to generate potential solutions and enlists appropriate resources
- Consults others during various phases of the problem-solving process
- Demonstrates creative and innovative thinking to find best solutions
- Responds to challenges and problems in a timely manner
- Drives to a root cause of a problem
- Knows the business impact of issues within their own area of responsibility

PROCESS MANAGEMENT

- Develops and/or monitors processes and organizes resources to achieve desired results.

TOOLS & TECHNOLOGY

- Identifies & uses appropriate technology (internal & external) to locateis persistent in the accomplishment of business goals with high-quality results

CUSTOMER FOCUS/EXPERIENCE

- Strives for continuous improvement in interactions with and delivery of services to clients (internal and external); builds strong relationships with clients and continuously seeks to understand ways he/she can ensure the services provided are in alignment with client needs.
- Works to create a trusted business advisor relationship with the right individuals at the client.

DEVELOPING SELF AND OTHERS

- Proactively pursues new challenging opportunities, job assignments, engagements/projects
- Demonstrates interest and support in enabling others to achieve their career goals

EXPERIENCE WITH THE FOLLOWING WOULD BE A PLUS:

- Minimum of five years' experience in project coordination and administrative assistance to include:

Calendar management
Email management
Marketing material preparation and branding and design consciousness
Advanced PowerPoint presentation capabilities including animation
Advanced communications skills
Organizational and planning skills
Interpersonal skills
C-level executive interaction
Small meeting and event planning
Training and instructional material preparation
Video creation and editing capabilities
Intermediate to advanced graphic design experience
Intermediate to advanced SharePoint 2013
Training and instruction
Microsoft Lync
Microsoft PowerPoint
WebEx Meeting Center
WebEx Event Center
SharePoint 2013
Adobe Creative Suite (including InDesign and Illustrator tools
- Preference given to Bachelor's degree in business administration, communications, project management and/or related technology fields.