Office Coordinator – IS Portfolio Governance – Full Time 8 Hour Days (Non-Exempt) (Non-Union) – (Los Angeles, California, United States)

As an integrated part of the department, this position provides coordination of office flow and activities. Offers support in coordinating and maintaining files and data activities in an efficient manner. Provides clerical support to the department staff.

The Information Services (IS) PMO Project Coordinator is responsible for successfully monitoring/controlling efforts and successfully managing their transition & closeout, under the guidance of Senior Project Manager or Project Manager and / or as assigned by the PMO Director The Project Coordinator will help drive IS programs and projects to completion. The efforts the Project Coordinator will help support involve a diverse set of components / work threads, including but not limited to business processes, technology, construction, training, marketing, security, compliance. Given this, the successful Project Coordinator must: • Be able to cooperatively, professionally, and effectively communicate with personnel and third-party-providers ranging from the staff through C-Suite Executive level • Be comfortable operating in an ambiguous, deadline-driven environment with varying degrees of pace and cadence The biggest area of responsibilities the Project Coordinator will fulfill include: • Meeting management (scheduling, agenda development, meeting room/forum readiness, notes, and facilitation support – as requested by the Senior/Project Manager) • Risk / issue / action item / decision (RAID) log management, and performing the necessary verbal and written follow-up to ensure the RAID log is comprehensive, accurate, and up-to-date • Project documentation management (currently on Sharepoint) As the Project Coordinator matures in their role / succeeds in delivering on the above, they will be given growth opportunities / duties including status reporting & dashboarding, project team organizational structure development and role & responsibility definition, and opportunities to support for departmental administrative activities such as tool enhancement/automation, template refinement.

Essential Duties:

  • Support managing meetings for assigned projects Attendee Validation Schedule Coordination Room Reservations& Setup Meeting Invitation Management Meeting Agenda Development & Distribution Meeting Notes Development & Distribution Meeting Documentation Management
  • Risk/Action Items/Issues/Decisions Log Management Translating information from meetings, emails, ad hoc discussions into the appropriate RAID log entries Ensuring owners / assigned to parties are given to each entry, along with due date Following up to ensure assigned to parties fulfill their assignments by the defined due date
  • Special Projects / Miscellaneous Duties, as assigned by Director Reconciliation and cleanup of various reports/dashboards Providing RAID-like support for department internal efforts
  • Project Documentation Management Ensuring project artifacts are collected, named (in accordance with standard naming convention), posted to the appropriate project documentation repository (currently Sharepoint) Using project documentation repository properly to maintain version control and minimize confusion Identifying documentation gaps and project documentation non-compliance, and escalating to Director PMO for guidance and next steps

Required Qualifications:

  • Req High school or equivalent
  • Req Bachelor’s degree Business Management or Administration or related field
  • Req 1 year Experience working on various departmental projects Detail-oriented Deadline-driven Well-organized Exceptional and adaptive written and oral communicator Positive, pleasant demeanor ‘Can-do’ attitude Driver, i.e., rolls up sleeves to move work forward / does not wait to be spoon-fed instructions
  • Req Advanced proficiency with Microsoft Office applications.
  • Req Excellent organizational skills, detail oriented with strong ability to multi-task required.
  • Req Ability to maintain confidential information required.

Preferred Qualifications:

  • Pref Experience contributing to projects, work threads and tasks with multiple contributors, aggressive deadlines, competing requirements
  • Pref Experience developing well written business documentation
  • Pref Familiarity with electronic medical records preferred.
  • Pref Customer Service skills including patient satisfaction preferred.

Required Licenses/Certifications:

  • Req Fire Life Safety Training (LA City) If no card upon hire, one must be obtained within 30 days of hire and maintained by renewal before expiration date. (Required within LA City only)
  • Req Certification – Job Relevant • Must be a Certified Associate in Project Management (CAPM certification) by Project Management Institute (PMI). If not, must be certified within one year of hire/transfer.

The hourly rate range for this position is $22.00 – $34.18. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate’s work experience, education/training, key skills, internal peer equity, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.

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