Divisional Project Coordinator - Military veterans preferred



  full-time   employee

United States

Job Summary

Responsible for providing administrative assistance to the DVP and Divisional CIO and project leaders. Under limited supervision, performs advanced and diversified administrative duties, for the DVP and Divisional CIO. Assists in the development and maintenance of records, statistics, and reports; coordinates data and distributes information to the staff. Handles confidential matters and performs support functions which require a broad and comprehensive experience, skill and knowledge of Company policy and procedures. Helps manage and coordinate lower level administrative assistants. Structures and organizes activities of the head of the organizational unit to facilitate the efficient operation of the department. Maintains excellent relationships with others.

Job Responsibilities

  • Provides a high level of assistance to the head of the unit, through managing schedules, handling and responding to incoming electronic and telephonic queries and issues. Compiles reports, correspondence, and presentations, including budget preparation and tracking and supporting metrics. May provide administrative support for multiple managers, either on a full-time or as needed basis.
  • Develops integration reports and communications for executive decisions, including highly sensitive and confidential business information handled with a high level of discretion. Acts in the stead of the business unit head in obtaining and furnishing information. Handles all routine matters, independently.
  • Delegates work to other administrative staff members, acting as a coach and mentor to them. Provides input on performance evaluation.
  • Develops and maintains databases of information regarding projects, statuses, expenses.
  • Screens correspondence & telephone calls. Prioritizes the mail and email and responds to correspondence as appropriate. Refers more complex and/or urgent correspondence to the head of the unit, gathers any additional information needed to respond. As appropriate, responds and resolves issues and answers questions within understood policies and procedures. Represents the head of the unit professionally and effectively when dealing with internal and external contacts.
  • Participates in specific projects as requested. Coordinates team events. And provide administrative support for meetings and related conferences and events, including compiling, formatting, posting and distributing materials, assisting in the preparation of presentations and developing and maintaining project files.
  • May manage various administrative projects. Participates in gathering research and generates reports as needed. Notifies project participants on timelines and completion dates.
  • Assists in compiling and developing the unit’s annual budget. Processes expense reports and monitors incoming invoices. Prepares forms to process and pay invoices.
  • Makes necessary travel arrangements, including ground transportation and hotel accommodations. Prepares travel itineraries for the head of the unit and his/her direct reports.
  • Provides administrative support to project leaders. Compiles metrics relating to IT project success, project attributes, and individual productivity. Tracks costs and performance, service levels and other metrics required to ensure project goals and objectives are met.

Basic Qualifications
  • High School Diploma/GED and at least 2 years of general administrative experience (ex: answering phones, making travel arrangements, distributing correspondence)
  • At least 1 year of experience coordinating and scheduling multiple events simultaneously.
  • At least 1 year of experience managing calendar for 1 or more individuals (for example: setting up meetings and determining the priority of meeting requests and events).
  • Experience building and maintaining relationships within a team.
  • Experience using time management skills such as prioritizing/organizing and tracking details and meeting deadlines of multiple projects with varying completion dates.
  • Experience developing ways of accomplishing goals with little or no supervision, depending on oneself to complete objectives and determining when escalation of issues is necessary.
  • Intermediate level skill in Microsoft Excel (for example: using SUM function, setting borders, setting column width, inserting charts, using text wrap, sorting, setting headers and footers and/or print scaling).
  • Intermediate level skill in Microsoft PowerPoint (for example: applying a theme, formatting character spacing, inserting a picture, changing slide layout and theme colors, adding transitions, customizing slide numbers, changing chart style and/or formatting font).
  • Intermediate level skill in Microsoft Word (for example: inserting headers, page breaks, page numbers and tables and/or adjusting table columns).

Preferred Qualifications
  • Bachelor's Degree
  • At least 3 years of experience coordinating and scheduling multiple events simultaneously.
  • At least 3 years of experience managing calendar for 1 or more individuals (for example: setting up meetings and determining the priority of meeting requests and events).
  • Experience working with individuals at the executive level.