The IT Project and Planning Coordinator is responsible for providing project management, planning management, communications management and administrative support to the VP of Technology, and where assigned, to other members of the Washington Corporations team.
Project, planning and communications management activities will support the IT governance-related activities managed by the VP of Technology, including oversight of the department project methods, project portfolio management, service management, customer reviews, budgeting and planning milestone management, weekly reporting, metrics reporting, and other activities as determined. Over time, the position may also manage a portfolio of active external projects, based on capacity and demand.
Administrative functions will include scheduling and communications for meetings and events, internal and external communications and coordination with outside partners, the IT management team, IT team resources and Washington Corporations staff.
While the mix of duties may vary day-to-day, success will come through establishing repeated and predictable processes for reoccurring duties while helping address the tactical day-to-day administrative demands of the role.
A successful candidate will leverage existing tools and processes where adequate while designing new tools and processes where necessary. Critical will be an understanding and advocacy of existing processes, methods and standards for project management, budgeting and planning, department reporting, communications and other administrative functions.
This position will report directly to the VP of Technology, who will assign work and provide day-to-day oversight and support. The role will work closely with the IT management team and staff; operating company executives, managers, users, and liaisons; managers and executives of Washington Corporations; and outside partners.
Key abilities include strong communications and coordination skills, solid project and task management, impeccable professionalism and confidentiality, an ability to partner closely with the VP of Technology and other stakeholders to establish a trusted working relationship and the flexibility to be able to shift focus as needed to address evolving business needs.
The position would require occasional travel within the U.S., Canada and other business-related locations and periodic after-hours work as needed to support projects and job duties.
Duties and Responsibilities
Project, planning and communications activities include:
Project management/portfolio management of internal or external projects as assigned
Rollup and reporting of IT and operating company project portfolios
Rollup and reporting of IT weekly reporting and monthly metrics reporting
Management of IT strategic plan updates and communications
Management of meeting preparation and hosting for customer reviews
Management of meeting preparation and hosting of team project reviews and strategy sessions, and other management meetings
Oversight of IT service management activities, initiatives and development
Oversight of departmental project management methodologies, tools and trainings
Oversight of communications plans and strategies as assigned
Oversight of IT service catalog and standards manual
Oversight of legal discovery activities, reporting and approvals
Oversight of annual and monthly budgeting and planning schedule and milestones (as established by accounting)
Oversight of technology-related contracts, purchasing and procurement activities as assigned
Oversight of assigned discovery and due-diligence activities.
Oversight of project portfolio for IT communications, project reporting, and service management portals
Oversight of content development for external publishing or sharing
Oversight of Technology Summits planning and execution
Oversight of executive visitation and orientation activities
Administrative activities include:
Communicating and following-up on requests made by the VP of IT to others
Scheduling of departmental, customer and external meetings
Drafting, editing and sending of departmental or end user related communications
Ad-hoc communications, triage, resourcing and resolution of day-to-day issues
Management and delivery of departmental and company events as assigned
Skills and Competencies
Honesty and sincerity in word and deed
Ability to articulate and share concerns, ideas and solutions in a profession manner
Respect, compassion and empathy for others
Commitment to work together with team members to achieve superior results
Responsibility for own behavior, decisions and actions that impact on others
Commitment to employee, customer and stakeholder service
Strong project and task management skills
Clear and concise communications
Ability to plan head and anticipate stakeholder needs
Attention to detail, accuracy and outward appearance of department and company
Confidentiality and discretion
Ability to listen and take professional feedback
Solid ethics and judgement
Ability to de-escalate and resolve difficult situations and conflicts
Ability to get help when needed
Ability to build trust with an array of different individuals, styles and company cultures
Education and Experience
Work Schedule & Location
Full-time position with scheduled, yet flexible works hours.
Some after-hours work; mostly scheduled with some unplanned.
Work will primarily be performed with our offices at 101 International Way, Missoula, MT, but could require periodic travel to company or partner locations as needed to support projects and initiatives.
Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time. The statements herein are intended to describe the general nature and level of work being performed by employees and contractors are not construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the employer.