Project Coordinator in Durham, NC with Greene Resources

Date Posted: 9/5/2019

Job Snapshot

Job Description


Job Number: 34625


Project Coordinator


Job Description:

Our client, a global non-profit research organization located in RTP, is hiring a Project Coordinator to support one of their educational studies. The project coordinator would need to be a self starter, who is detail-oriented. The project coordinator will be a member of a client team that will be responsible for receiving work from project directors and task leaders and executing per the project guidelines. The current team will train the project coordinator on internal systems and processes as well as secondary review resources as needed. The first third of this position includes coordinating and implementing the logistics of panel meetings that are held in a different city. This may include hotel contracts, attendee travel arrangements and reimbursements, and materials preparation and shipping. The second third includes receiving monthly project updates from task leaders, combining the updates into a MS Word and/or Excel document (templates exist), and applying established style and formatting to reports and their companion documents. The last third includes clerical work such as running reports, note-taking in meetings, providing post-meeting notes and action items, updating deliverable charts, and other similar tasks as needed. This is a contract role for 6 months with a possibility of an extension.


Responsibilities:


  • Utilize MS Word to apply advanced formatting to project deliverables such as styles, table of contents, exhibits, footnotes/endnotes, tables, bullets, section breaks, layouts, etc.?

  • Utilize MS Excel to capture and move charts and graphs from Excel to MS Word documents and apply necessary styling and clean-up.

  • Learn, understand, and follow established templates and processes for the creation and/or updating of project deliverables (MS Word, Excel, Project, and Adobe).

  • Take responsibility for the quality of format and style applied to documents and seek ?second-set-of-eyes? review whenever needed to enhance quality output.

  • Plan and manage event details including hotel agreements, attendee reservations and reimbursements, and materials creation/provisions.

  • Utilize a proprietary (user-friendly) database to manage, track, and update panel meeting logistics, attendees, and materials.

  • Work closely with the database business owner to execute according to project needs and produce documentation from the database to be used for multiple purposes.

  • Access, update, and assist others in accessing storage spaces such as Share Point, TEAMs, network drives, and other similar electronic systems to organize and maintain secure project content.

  • Manage logistics, invitations, agenda dissemination, and meeting documentation for project meetings.

  • Attend project meetings and take responsibility for note taking, action documentation, and dissemination of information to all applicable staff following meetings.

  • Update project schedules in various tools such as MS Project and Microsoft Excel.

  • Assist project directors and/or task leads with tracking tasks and documentation management for assigned projects.

  • Support the creation of sub-contracting arrangements and consultant agreements as required.

  • Run pre-defined reports from client systems on a regular basis to support team members.

  • Follow quality protocol, such as an client editorial review, for written documents submitted as project deliverables.

  • Adhere to best practices defined by project leaders and supervisors.

  • Assist with managing contractual compliance issues, developing resolutions to meet productivity, quality, and client-satisfaction goals.

  • Communicate clearly and professionally with project team, vendors, clients.


Education Requirements:


  • High School diploma and 6 years of project management experience; or equivalent combination of education and experience.


Desired Background/Skills:


  • Experience with event management and planning.

  • Experience with Marketplace or other sourcing/contract initiation software.

  • Experience with Share Point.

  • Experience with document design and formatting.

  • Proficiency using advanced formatting features in MS-Word and Excel.

  • Competent with Adobe Pro

  • Ability to multi-task.

  • Ability to work well with others.

  • Ability to listen and communicate well both verbally and in writing.

  • Ability to work independently.

  • Attention to detail and accuracy.

  • Ability to obtain proper security clearances as noted by contracts.

  • Ability to handle the stress associated in meeting frequent, multiple and tight deadlines


Qualifications:


  • Proficient with MS Word, Power Point, and Excel.

  • Proficient in Adobe Acrobat Pro ? document creation and editing.

  • Created, organized, and used a content management system such as SharePoint or TEAMs.


Other Information:


  • Must be willing to go through the security clearance process to work on a federally funded project