Position Description

IT Project and Planning Coordinator
City Missoula
Employment Duration Full time
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Overview

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

  1. Bachelor’s degree in business administration, technology or related field
  2. At least seven years experience in a support role with an executive or high-performing professional required
  3. Five years project management experience required
  4. Prior experience managing complex tasks, projects and project portfolios required
  5. Prior corporate experience required
  6. Prior IT department or technology project experience required
  7. Communications background preferred
  8. Para-Legal background preferred
  9. Multicultural experiences preferred

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.

Notice

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.

 

 

 

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