Administrative Project Coordinator

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We strongly encourage all candidates of diverse backgrounds and lived experiences to apply.

A Brief Overview
The Administrative Project Coordinator is responsible for the support of initiating, planning, tracking and reporting multiple projects within the Facilities Planning, Design, Integration and Project/Construction Management department. He/she will assist in the management of multiple, simultaneous project efforts; track the status of work plans, deliverables and/or issues; and identify, raise and drive issues to resolution. He/she will apply effective logistics management principles as well as processes and tools to enable project success. He/she will also maintain the project calendar and develop agendas, record minutes, track action items and other project related duties as assigned. He/she will be responsible for ensuring that project updates are current and align with an overall master Project Schedule. This position will also provide administrative support to the Assistant Vice President(s), Director(s) and Team Leader(s) of Facilities Planning, Design, Integration and Project/Construction Management as well as providing administrative support to these teams.

What you will do

• Tracking and Reporting: Supports the project team with the development of high level timelines and work breakdown structures. With support from the project team, develops and maintains the overall master Project Schedule for capital projects in MS Project or similar tool with agreed upon phases, tasks, timelines and resources. At the end of each phase/project, asks customers to participate in a client satisfaction survey to rate us on how we are doing overall and how we can continually improve. Prioritizes projects based on pre-set criteria, develops and maintains issue logs and priority lists for projects, regularly reports on project status. Coordinates project updates with the overall master Project Schedule to ensure that all information is accurate and up to date.
• Documentation: Assists staff members with research, preparation and publication of project related documentation such as status reports, issues tracking logs, etc. Develops, prepares or completes various project documentation/forms, reports, correspondence, contracts, budget documents, power point presentations and other related materials as requested to project related staff and end users.
• Communications: Responds to inquiries; provides information, resolves problems, or refers to others as appropriate. Coordinates efforts between Facilities Planning, Design, Integration and Project/Construction Management divisions as well as other hospital departments. Listens to our constituents as we deliver our services to ensure that we are doing what is expected.
• Logistics: Assists with the organizing, scheduling and coordination of project related meetings and other events to include distribution of invitations/notifications; maintains accurate attendee log. Prepares purchase requisitions for project related purchases. Assists in entering requisitions and tracks purchase order numbers for all projects.
• Office Professionalism and Etiquette: As the Administrative support person for the department, he/she will be the point of contact for colleagues and constituents of the Facilities Planning, Design, Integration and Project/Construction Management professional staff which requires the highest level of professionalism and courteous customer service.
• Office Management: Maintains Facilities Planning, Design, Integration and Project/Construction Management departmental files including contracts, certificates of insurances and other regulatory files. Provides management of monthly departmental meetings including preparation of agendas, recording meeting minutes and tracking follow-up items.
• Confidentiality: Securely maintains, highly confidential information about our strategy, projects, contracts and business environment.
• Corporate Calendar: Establishes, updates and maintains a corporate calendar of required regulatory, external, internal and department filings and informs Facilities leadership when filings are not completed within established guidelines.
• Office Equipment and Supplies: Ensures that all office equipment is fully operational, fully stocks the printers, copiers, fax and copy machines with paper daily, maintains an efficient and effective office supply inventory and coordinates Information Services, office and building repairs and maintenance, including office and kitchen cleaning services.
• Performs other related duties as assigned.

Education Qualifications

• High School Diploma / GED Required
• Bachelor's Degree Preferred

Experience Qualifications

• At least four (4) years experience working as an executive secretary and/or high level project coordinator supporting professional staff Required
• Experience working in an architectural, engineering or construction environment. Preferred

Skills and Abilities

• Excellent verbal and written skills (Preferred proficiency)
• Strong analytical skills and attention to detail (Preferred proficiency)
• Ability to work independently and also with a broad range of people to collaboratively complete projects (Preferred proficiency)
• Strong organizational and time management skills (Preferred proficiency)
• Experience with Microsoft Project and E-Builder software or similar software. (Preferred proficiency)
• PC literacy with advanced proficiency in MS Office, Adobe, Power Point and Lawson. (Preferred proficiency)
• Knowledge and application of project methodology techniques (Preferred proficiency)

To carry out its mission, CHOP is committed to supporting the health of our patients, families, workforce, and global community. As a condition of employment, CHOP employees who work in patient care buildings or who have patient facing responsibilities must be fully vaccinated against COVID-19 and receive an annual influenza vaccine. Learn more.

Employees may request exemptions for valid religious and medical reasons. Start dates may be delayed until candidates are immunized or exemption requests are reviewed.

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