Project Coordinator

Syracuse; City of Syracuse (NY); On-site; USD 32,000 - 37,000; Full time

Job summary

The D’Aniello Institute for Veterans and Military Families (IVMF) at Syracuse University seeks a Project Coordinator to support multiple projects across research, programs and services within the PMO. You will help keep projects organized, documented and on track from intake through closeout.

Regular on-campus presence is expected, with limited remote options; you will coordinate meetings, maintain records, and assist senior staff with planning, reporting, and stakeholder communications to

Qualifications

• One to three years of project management experience preferred, including coordinating or managing projects and meeting deadlines across competing demands.
• Preference given to candidates with a military service connection or with experience working with veteran, military, or military family stakeholders.

Responsibilities

• Manage an assigned portfolio of lower-complexity sponsored and operational projects from intake through closeout, within established PMO standards.
• Identify risks and issues and elevate to the PMO Director with proposed options.
• Conduct sponsored project intake and project closeout activities.
• Facilitate recurring stakeholder meetings and share notes.
• Develop project plans and project materials per IVMF PMO standards.
• Maintain accurate project records and portfolio data in the enterprise system to support portfolio reporting.
• Coordinate with project teams to ensure deliverables are met in a timely manner.
• Manage and coordinate recurring PMO-led initiatives and maintenance-status IVMF projects.
• Support selection and maintenance of critical project management software.

Skills

Organizational skills

Communication

Microsoft 365

Team collaboration

Project coordination

Tools

Microsoft Teams

SharePoint

Word

Excel

Outlook

PowerPoint

Job description

Department D'Aniello Institute for Veterans and Military Families (IVMF)

Job Title

Location

Campus

Commitment to On-Campus Experience

Syracuse University is committed to delivering an exceptional student experience through vibrant, engaged campus communities. This position is based at the above campus location and requires regular in-person presence to support our students, collaborate with colleagues, and contribute to our thriving academic environment. Syracuse University values the collaboration, mentorship, and spontaneous connections that happen when our community works together on campus. Remote work arrangements are limited in accordance with University policy.

Pay Range

Pay Range $22.90 - $26.95

Pay rates at Syracuse University are based on a combination of factors including, but not limited to, the job responsibilities; the candidate’s education, training, work experience and key competencies; the university’s strategic priorities; internal peer equity; applicable federal, state, local laws, grant funding and contractual requisites; and external market analyses.

Staff Level S4

FLSA Status

Non-exempt

Hours

Standard University business hours
8:30am – 5:00pm (academic year)
8:00am – 4:30pm (summer)

Hours may vary based on operational needs.

Job Type

Full-time

Unionized Position Code Not Applicable

Job Description

The D’Aniello Institute for Veterans and Military Families ( IVMF ) is seeking a Project Coordinator to provide project management support for projects across the institute, including research and evaluation projects, programs and services, IVMF critical initiatives and more. Working within the IVMF Project Management Office ( PMO ), the Project Coordinator partners with project teams and key stakeholders to keep projects organized, documented, and on track from intake through closeout.

This position strengthens the institute’s capacity to deliver its work by providing project coordination, communication, and administrative support and by maintaining accurate project records, allowing senior project management staff to focus on strategic priorities and complex projects.

This position may be filled on a fully remote basis if the identified candidate is not currently located in Syracuse, NY (within 50 miles). Not all geographical areas within the United States are eligible. Employment offers at Syracuse University are based on a combination of factors including, but not limited to, the job responsibilities; the candidate’s education, training, work experience and key competencies; the university’s strategic priorities; internal peer equity; applicable federal, state, local laws, grant funding and contractual requisites; and external market analyses.

Education and Experience

• One to three years of project management experience preferred, including experience coordinating or managing projects and meeting deadlines across competing demands.
• Preference given to candidates with a military service connection or with experience working with veteran, military, or military family stakeholders, universities, or research organizations (think tanks).

Skills and Knowledge

• Exceptional organizational skills and attention to detail and quality.
• Ability to manage multiple priorities and meet deadlines in a fast-paced work environment.
• Excellent oral and written communication skills.
• Proficiency with Microsoft 365, including Teams, SharePoint, Word, Excel, Outlook, and PowerPoint, and with enterprise project management software.
• Ability to work collaboratively within a team and provide responsive, service-focused support to project teams and stakeholders.

Responsibilities

Project Coordination

• Manage an assigned portfolio of lower-complexity sponsored and operational projects from intake through closeout, within established PMO standards
• Identify risks and issues and elevate to the PMO Director with proposed options
• Conduct sponsored project intake and project closeout activities
• Facilitate recurring stakeholder meetings and share notes
• Develop project plans and project materials per IVMF PMO standards
• Maintain accurate project records and portfolio data in the enterprise system to support portfolio reporting
• Coordinate with project teams to ensure deliverables are met in a timely manner
• Manage and coordinate recurring PMO -led initiatives and maintenance-status IVMF projects (Advisory Board, Intranet, Calendar, Programmatic Playbook, etc.)
• Support selection and maintenance of critical project management software

Documentation and Reporting

• Prepare meeting agendas and take notes in project meetings
• Document action items, key takeaways, decisions, and challenges during meetings to improve project outcomes
• Utilize AI to assist in tracking key information during meetings
• Share information on project status with PMO team, including challenges or risks
• Prepare and deliver project status reports
• Monitor deliverable progress and follow up with project teams to keep work on track
• Develop and maintain standard project management templates and standard operating procedures, as needed
• Ensure version control of project documents and deliverables
• Coordinate with other departments to organize project proposals and grant applications

Communication and Collaboration

• Communicate with project teams to ensure internal alignment
• Set up project workspaces in Microsoft Teams, SharePoint, and enterprise project management system that allow for effective communication
• Coordinate within PMO team to ensure consistency and alignment across projects
• Represent and attend meetings/events on behalf of PMO , as needed

Administrative Support

• Conduct project organization, document editing, meeting scheduling, and more
• Develop or assist in development of project presentations, proposals, contracts, Institutional Review Boards (IRBs), etc. as needed
• Conduct file management for PMO and support file management for IVMF departments
• Organize project documentation for easy access by team members

Physical Requirements

Not Applicable

Tools/Equipment

Not Applicable

About Syracuse University

Syracuse University is a private, international research university with distinctive academics, diversely unique offerings, and an undeniable spirit. Located in the geographic heart of New York State, with a global footprint, and over 150 years of history, Syracuse University offers a quintessential college experience.
The scope of Syracuse University is a testament to its strengths: a pioneering history dating back to 1870; a choice of more than 200 majors, 100 minors, and 200 advanced degree programs offered across the University’s 13 schools and colleges; over 15,000 undergraduates and over 6,000 graduate students; more than a quarter of a million alumni in 160 countries; and a student population from all 50 U.S. states and 123 countries. For more information, please visit http://www.syracuse.edu.

About the Syracuse area

Syracuse is a medium-sized city situated in the geographic center of New York State approximately 250 miles northwest of New York City. The metro-area population totals approximately 500,000. The area offers a low cost of living and provides many social, cultural, and recreational options, including parks, museums, festivals, professional regional theater, and premier shopping venues. Syracuse and Central New York present a wide range of seasonal recreation and attractions ranging from water skiing and snow skiing, hiking in the Adirondacks, touring the historic sites, visiting wineries along the Finger Lakes, and biking on trails along the Erie Canal.

EEO Statement

Syracuse University is an equal-opportunity institution. The University prohibits discrimination and harassment based on race, color, creed, religion, sex, gender, national origin, citizenship, ethnicity, marital status, age, disability, sexual orientation, gender identity and gender expression, veteran status, or any other status protected by applicable law to the extent prohibited by law. This nondiscrimination policy covers admissions, employment, and access to and treatment in University programs, services, and activities.

Commitment to Supporting and Hiring Veterans

Syracuse University has a long history of engaging veterans and the military-connected community through its educational programs, community outreach, and employment programs. After World War II, Syracuse University welcomed more than 10,000 returning veterans to our campus, and those veterans literally transformed Syracuse University into the national research institution it is today. The University’s contemporary commitment to veterans builds on this historical legacy, and extends to both class-leading initiatives focused on making an SU degree accessible and affordable to the post-9/11 generation of veterans, and also programs designed to position Syracuse University as the employer of choice for military veterans, members of the Guard and Reserve, and military family members.

Commitment to a Respectful and Welcoming Community

Syracuse University fosters a welcoming learning environment where students, faculty, administrators, staff, curriculum, social activities, governance, and all aspects of campus life reflect a broad range of perspectives and experiences. The University community values the many similarities and differences among individuals and groups. At Syracuse, we are committed to preparing students to engage with and appreciate the richness of backgrounds, beliefs, and experiences that shape our society. To achieve this, we strive to cultivate a community that respects and encourages open dialogue, understanding, and mutual respect.

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