Project Coordinator

MIT Lincoln Laboratory; Lexington (MA); Hybrid; USD 80,000 - 106,000; Full time

Benefits offered by this job

Health, dental, and vision plans

MIT-funded pension

Matching 401K

Paid leave

Tuition reimbursement

Job summary

MIT Lincoln Laboratory is seeking a Project Coordinator to join the Strategy and Project Management Office (SPMO). You will support portfolio management, planning, communications, and onboarding for security initiatives across the Laboratory.

The role requires a bachelor’s in business/PM/IT or equivalent, 4+ years of project support (2+ with a master’s), and strong MS Office skills. Hybrid work arrangements are offered and successful candidates must obtain/maintain a Secret DoD clearance and be

Qualifications

• Bachelor’s degree in business, project management, information technology, or related field, or equivalent relevant experience.
• 4+ years supporting projects, programs, operations, or project management activities, or a master’s with 2+ years.
• Efficient time management to handle multiple priorities and deadlines.
• Experience developing schedules, status reports, and action-item trackers.
• Strong written and verbal communication for reports and stakeholder meetings.
• Proficiency with MS Office (Word/Excel/PowerPoint).
• Ability to coordinate cross-functionally with technical and non-technical stakeholders.
• Must be able to obtain and maintain a Secret DoD security clearance; U.S. citizenship required.

Responsibilities

• Coordinate project activities, milestones, dependencies and deliverables across multiple security-related projects.
• Maintain project plans, RAID logs, and PMO artifacts.
• Summarize meeting takeaways into actionable items.
• Support project managers with planning, meetings, status reporting, and follow-up.
• Facilitate PMO meetings with agendas, decisions, and action tracking.
• Prepare weekly/monthly/executive status reports and program communications.
• Coordinate documentation and ensure deliverables are complete and stored per requirements.
• Improve PMO processes, templates, workflows, metrics, and reporting mechanisms.

Skills

Time management

Communication

Attention to detail

Project coordination

MS Office proficiency

Education

Bachelor’s degree in business, project management, information technology, or related field

Tools

MS Office

Jira

Smartsheet

ServiceNow

Job description

The Security Department’s overall mission is to identify and counter security threats to the MIT Lincoln Laboratory’s mission of development of game-changing technology in support of National Security, including guarding against compromise by foreign intelligence agencies and insider threats. To accomplish this mission, this department formulates and implements policies, plans, and actions designed to protect facilities against threats of vandalism, accidental destruction, and sabotage; and safeguards personnel, classified and unclassified information systems, personal identifiable information, property, and other assets from exploitation and recruitment by foreign intelligence agencies.

We foster a culture where security professionals are empowered to solve complex security problems in close collaboration with Laboratory research teams and Government counterparts. Our people are our most important resource, and we encourage a casual and flexible opportunity-filled working environment that is technology-focused. Where mission needs can be met, the Security Department encourages flexible schedules and hybrid remote work arrangements.

Who are we?

MIT Lincoln Laboratory is a Federally Funded Research and Development Center (FFRDC) whose mission is research in support of national security.

• Mission – The Security Department's overall mission is to ensure a safe and secure environment and protect MIT Lincoln Laboratory at all facilities in which staff members perform their mission of research and development. To accomplish this mission, this department formulates and implements policies, plans, and actions designed to protect facilities against threats of vandalism, accidental destruction and sabotage; and safeguards personnel, classified and unclassified information systems, personal identifiable information, property, and other assets from exploitation and recruitment by foreign intelligence agencies

What will you do?

The Project Coordinator will be a member of the Strategy and Project Management Office (SPMO). This role will provide support with ongoing portfolio and project management expertise and delivery, strategic planning and alignment, process improvement, and employee onboarding, engagement, communications, and security education. The Project Coordinator is responsible for supporting Project Leads throughout the project management lifecycle.

This position will provide day-to-day coordination, meeting facilitation, planning, status reporting, action tracking, administrative support, content creation and delivery of communications to project teams, stakeholders, and Laboratory wide forums across a portfolio of diverse security initiatives aligned to the Department’s strategic plan. The position will also be responsible for external engagement using various social media tools, planning conferences as required and networking, as well as internal engagement to include coordinating department and leadership off sites, all hands meetings, FFRDC conferences, award events and LinkedIn postings. The position will work across organizational boundaries, engage stakeholders and lead enterprise-level initiatives.

This role is well suited for someone who thrives in a mission-driven environment, can coordinate cross functionally with technical and non-technical stakeholders. This role also involves enhancing portfolio and project management templates and tools, including supporting the associated training and adoption of those templates and tools.

Key Responsibilities

• Coordinate project activities, milestones, dependencies and deliverables organized and moving forward across multiple security-related projects
• Maintain project plans, schedules, RAID logs, and other PMO artifacts
• Ability to summarize key takeaways from meetings (technical and non-technical) that can be translated into action
• Support project managers with planning, meeting preparation, status reporting, and follow-up
• Facilitate recurring project and SPMO meetings, including developing agendas, capturing decisions and action items, and tracking commitments through completion
• Prepare weekly, monthly, and executive-level status reports, dashboards, briefings, and other program communications
• Coordinate project documentation and ensure deliverables are complete, accurate, appropriately reviewed, and stored in accordance with organizational requirements

Process Improvement

• Contribute to the mission of maturing the SPMO by helping to improve processes, templates, workflows, metrics, and reporting mechanisms

What do you need/Requirements:

• Bachelor’s degree in business, project management, information technology, or a related field, or equivalent relevant experience
• 4+ years of experience supporting projects, programs, operations, or project management related activities, OR a master’s degree and minimum of 2 years’ experience
• Efficient time management skills to manage multiple priorities, deadlines, and stakeholders in a complex environment
• Experience developing project schedules, status reports, meeting materials, and action-item trackers
• Self-starter with strong attention to detail and demonstrated ability to independently follow through on commitments
• High proficiency with MS Office products (Word/Excel/PowerPoint) is required
• Some experience in project coordination and/or project management; interest in projects/programs and new tools/methodologies
• Strong written and verbal communication skills for creating and distributing reports, managing communications through emails, presentations to Lab-wide forums, and stakeholder meetings
• Proficiency in handling and organizing documentation associated with projects in a fast paced and rapidly evolving environment
• Must possess mature judgment and a cooperative attitude towards working in a close-knit team environment
• Must be able to set priorities and handle multiple tasks
• Selected candidate will be subject to a background pre-employment investigation
• Ability to obtain and maintain a Secret security clearance
• U.S. citizenship is required

Preferred Qualifications

• CAPM certification preferred
• Experience supporting cybersecurity, defense, or other federal mission programs preferred
• Experience working in an FFRDC, government contractor, or federal agency environment preferred
• Experience with project management tools such as Jira, Smartsheet, ServiceNow, or equivalent platforms
• Experience preparing executive-level briefings and communicating program status to senior stakeholders

Ideally, you will have

• Valued competencies: Interpersonal, organizational, and verbal communication skills
• Problem solving: anticipates and identifies a range of problems. Develop alternatives and solutions with integration of multiple factors requiring collaboration, imagination, and thoroughness to ensure consistency with objectives.
• Organization: Creating and maintaining project plans that communicate tasks, milestone dates, and status. Development of project documents such as project charter, communications plans, requirement metrics, and similar documents
• Communication: Project status reporting to stakeholders, management, and Laboratory Senior Management
• Flexibility and Adaptability: Balance risk, efficiency of execution, quality of results and SPMO process requirements in the fulfillment of departmental and Laboratory goals. Can adapt to changes in priorities and course of direction

How will you grow

• Leadership: Room to advance on your team or to lead cross-functional projects
• Growth Opportunities: Potential for lateral and vertical movement
• Education/Training: In-house and online courses

Hiring Range: $80,100 - $106,100

Disclaimer: MIT Lincoln Laboratory provides a typical hiring range as a good faith estimate of what we reasonably expect to offer for this position at the time of posting. The final salary offered to a selected candidate will depend on various factors, including—but not limited to—the scope and responsibilities of the role, the candidate’s experience, skills and education/training, internal equity considerations and applicable legal requirements. This range reflects base salary only and does not include additional forms of compensation or benefits.

• Comprehensive health, dental, and vision plans
• MIT-funded pension
• Matching 401K
• Paid leave (including vacation, sick, parental, military, etc.)
• Tuition reimbursement and continuing education programs

Selected candidate will be subject to a pre-employment background investigation and must be able to obtain and maintain a Secret level DoD security clearance.

MIT Lincoln Laboratory is an Equal Employment Opportunity (EEO) employer. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, veteran status, disability status, or genetic information; U.S. citizenship is required.