Hybrid IT Project Coordinator – Entry Level

Calance; Nashville (TN); Hybrid; USD 48,000 - 55,000; Full time

Benefits offered by this job

EPO/PPO Medical Plans

401K Retirement vesting program (VOYA)

Flex Spending Plan

Voluntary Life, AD&D, STD or LTD plans

Job summary

Calance in Nashville is seeking an entry-level Project Coordinator to support the PMO, two senior project managers, and the PMO Director. You will help plan, coordinate, track, and report project activities and maintain documentation.

You will collaborate with cross-functional teams, vendors, and leadership, participate in meetings, manage action items, risks, issues, and dependencies, and support agile ceremonies when applicable. Occasional schedule flexibility may be required.

Qualifications

• Some experience performing as Project Coordinator or Project Analyst/Administrator for IT programs.
• Ability to manage multiple assignments and deadlines.
• Very strong organizational skills and attention to detail.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, Teams and SharePoint.

Responsibilities

• Keep project documentation accurate, organized, and current.
• Complete assigned coordination activities on time.
• Maintain reliable action item, risk, issue, and dependency tracking.
• Support project managers with day-to-day project coordination.
• Provide clear and timely project updates.
• Support effective meetings and follow-through.
• Build positive working relationships with project teams and stakeholders.
• Identify and communicate potential concerns before they affect scope, schedule, or delivery.
• Maintain project timelines, milestones, and deliverable trackers.
• Coordinate project meetings, including scheduling, agendas, attendance, and follow-up.
• Prepare meeting notes and document decisions, action items, owners, and due dates.
• Monitor action items and follow up with responsible team members.
• Assist with tracking project dependencies and hand-offs between teams.
• Support Agile ceremonies, including stand-ups, backlog reviews, sprint planning, reviews, and retrospectives, when applicable.
• Maintain project plans, status reports, RAID logs, decision logs, stakeholder lists, and other project artifacts.
• Collect project updates from workstream leads and team members.
• Escalate overdue items, emerging risks, and schedule concerns to the project manager.
• Support the development of presentations, dashboards, and executive reporting materials.
• Ensure project documents are organized, current, and accessible.
• Help coordinate cross-functional meetings and workstream activities.
• Assist with stakeholder follow-up and response tracking.
• Help identify communication gaps, resource constraints, and unresolved decisions.
• Assist with identifying and documenting risks, assumptions, issues, and dependencies.
• Maintain the RAID log and support regular reviews with the project team.
• Track mitigation plans and follow up on assigned actions.
• Document requested changes to scope, schedule, requirements, or deliverables.
• Bring potential impacts to the project manager’s attention.
• Support change control and governance activities as directed.
• Manage program calendar, distribution lists, shared folders, and SharePoint site.
• Track project related training, onboarding, access, and participation requirements.
• Assist with procurement, invoicing, timesheet, and vendor coordination activities when applicable.
• Support project close-out activities, including lessons learned, and phase transition materials.
• Perform other project coordination duties as assigned.

Skills

Project coordination

Organizational skills

Communication

MS Office

SharePoint

Multitasking

Attention to detail

Confidential info handling

Tools

Planview

AirTable

Microsoft Planner

Jira

Azure DevOps

SharePoint

Job description

Calance in Nashville is seeking an entry-level Project Coordinator to support the PMO, two senior project managers, and the PMO Director. You will help plan, coordinate, track, and report project activities and maintain documentation.

You will collaborate with cross-functional teams, vendors, and leadership, participate in meetings, manage action items, risks, issues, and dependencies, and support agile ceremonies when applicable. Occasional schedule flexibility may be required.