Senior Project Coordinator - Project Management Office

University of Miami; Miami (FL); Hybrid; USD 65,000 - 90,000; Full time

Job summary

The University of Miami, Project Management Office is seeking a full-time Senior Project Coordinator to work hybrid in Miami. The role coordinates project activities to ensure on-schedule delivery and provides administrative support including meeting arrangement, progress tracking, and documentation.

Core duties include preparing action plans with resources, timeframes, and budgets; assisting with budget prep and tracking; and communicating project status to stakeholders.

Qualifications

• High School Diploma or equivalent; certification/experience accepted.
• Bachelor's degree or equivalent preferred.
• Certification in project management preferred (CAPM, PMP, Scrum Master, etc).
• Minimum 3 years of relevant experience required.
• Strong communication and teamwork skills; learning agility to adapt to changing priorities.
• Proficiency with project management software (Smartsheet) and standard office tools.

Responsibilities

• Coordinate project activities to keep schedules on track.
• Assist with task assignment, budget monitoring, and progress tracking.
• Prepare action plans detailing resources, timelines, and budgets.

Skills

Project management

Communication

Teamwork

Proficiency with Smartsheet

Education

Bachelor's degree preferred

High School Diploma or equivalent

Tools

Smartsheet

Office software

Job description

The University of Miami, Project Management Office is seeking a full-time Senior Project Coordinator, to work hybrid in Miami.

CORE JOB SUMMARY

The Sr. Project Coordinator - PMO - Central coordinates project activities to ensure projects are on schedule. The Sr. Project Coordinator - PMO - Central provides administrative and logistical support including meeting arrangement, progress tracking, and documentation. The incumbent prepares comprehensive action plans that detail available resources, timeframes, and budgets for projects.

CORE JOB FUNCTIONS

• Assists with the assignment of tasks to internal teams including schedule management.
• Assists with budget preparation and tracks all project-related expenditures.
• Monitors project progress and addresses any issues that arise.
• Assists with the identification of completion shortfalls. Acts as the point of contact and communicates the project status to relevant stakeholders.
• Communicates timeline changes and new information to the project team. Creates and maintains comprehensive project documentation, plans, and reports.
• Ensures all needed documentation is current properly filed and stored.
• Ensures adherence to standards and requirements by reviewing project objectives against deliverables.
• Organizes, attends, and participates in project meetings. Prepares necessary presentation materials for project meetings.
• Records minutes and takes detailed notes during meetings.
• Evaluates current procedures and recommends changes to improve the efficiency of planning and scheduling of projects.
• Adheres to University and unit-level policy and procedures and safeguards University assets.
• This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

CORE QUALIFICATIONS

• Education:
• High School Diploma or equivalent/relevant experience, certification or license
• Bachelor's degree or equivalent preferred
• Certification and Licensing:
• Certification in project management preferred (i.e. CAPM, PMP, Scrum Master, etc)
• Experience:
• Minimum 3 years of relevant experience required
• Knowledge, Skills and Abilities:
• Learning Agility: Ability to learn new procedures, technologies, and protocols, and adapt to changing priorities and work demands.
• Teamwork: Ability to work collaboratively with others and contribute to a team environment.
• Technical Proficiency: Skilled in using office software, technology, and relevant computer applications.
• Communication: Strong and clear written and verbal communication skills for interacting with colleagues and stakeholders.
• Proficiency using Project Management software preferred (i.e. Smartsheet)

DEPARTMENT SPECIFIC JOB SUMMARY

The Sr. Project Coordinator - PMO - Central (H) coordinates project activities to ensure projects are on schedule. The Sr. Project Coordinator - PMO - Central (H) provides administrative and logistical support including meeting arrangement, progress tracking, and documentation. The incumbent prepares comprehensive action plans that detail available resources, timeframes, and budgets for projects.

DEPARTMENT SPECIFIC JOB FUNCTIONS

• The Sr. Project Coordinator works closely with project managers, project teams, and stakeholders to drive projects toward successful completion. This involves organizing meetings, tracking tasks, managing documents, providing status updates, and categorizing information.
• Maintain and update Project Management templates. Suggest refinements as applicable based on an understanding of project management principles and the department's needs.
• Support project managers from across the Office of Enterprise Project Management on a project-by-project basis. Support may include performing administrative project-related tasks.
• Lead meetings effectively, through proper preparation (i.e. through meeting agendas), execution (i.e. time-management, facilitation, engagement, etc), closeout (i.e. appropriate next steps), and follow-up (i.e. meeting minutes).
• Schedule various meetings with stakeholders that may have complex or busy calendars. Craft and include detailed meeting agendas.
• Prepare project-related documentation, including but not limited to: project plans, RAID logs, stakeholder register, presentations, dashboards, status updates, meeting minutes, and notes.
• Monitor adherence to ePMO standards for project-related documentation.
• Serve as a central point of communication for stakeholders regarding various projects or potential projects.
• This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

The University of Miami offers competitive sal