- Assist projects with coordinating resources, equipment, meetings, and information.
- Maintain and monitor project plans, project schedules, work hours, budgets, and expenditures.
- Independently research and validate information to problem solve and produce reports, communications, and other materials for multiple and sometimes complex audiences.
- Create and manage documentation, including creating and tracking edits and approvals for correspondence, team materials, PowerPoint presentations, website content, and training documentation.
- Direct project correspondence by preparing and reviewing project proposals, memos, meeting minutes and emails.
- Track and record department team productivity, results and quality. Prepare VRO management status reports by tracking VRO short-term and long-term activities and goals.
- Participate in project design meetings and propose improvements as necessary.
- Apply professional project management, IT concepts and policies and procedures to support complex projects and initiatives.
- Lead, develop, and implement processes for products and services involving departmental or cross functional teams.
- Lead internal quality improvement efforts to support and enhance VRO operations.
- Work collaboratively with VRO leadership to ensure deadlines and deliverables are met.
- Organize VRO team meeting agendas and follow-up actions in coordination with VRO management.
- Coordinate meetings and meeting participant schedules. Chair and facilitate meetings where appropriate and distribute minutes to all project team members.
Business Analysis Duties:
- Provide analytical support to VRO leadership.
- Develop complex spreadsheets and data visualizations such as pie charts, Gantt charts and bar charts.
- Gathers, analyzes, prepares, and summarizes business needs, documenting requirements and making recommendations for workflow development and modifications.
- Lead the implementation of new and revised processes and procedures.
- Document current and future state workflows
General Duties:
- Update VRO content for the IT website.
- Maintain VRO Share Point site reinforcing design standards and organization of content.
- Confirm topics for VRO team meetings and develop agendas.
- Attend meetings, document key discussions, produce formal meeting minutes and manage next steps and action items.
- Support project teams as directed by leadership.
Required Qualifications:
- Bachelor’s degree or 3 years’ experience as a project coordinator or analyst in a related field.
- Minimum of 3 years’ experience providing administrative and analytical support to management staff.
- Demonstrated experience creating documentation which includes professional communications, PowerPoint presentations and workflow diagrams.
- Proven skills in analyzing, researching, and synthesizing large amounts of data and information to prepare sound and relevant proposals and analyses.
- Experience tracking team-level efforts and project progress in status reports and project summaries.
- Advanced communication and interpersonal skills to communicate effectively, both verbally and in writing.
- Highly organized and focused on critical deadlines; able to multitask, review and prioritize workload and make adjustments as needed.
- Demonstrated capacity to anticipate obstacles and plan for contingencies.
- Ability to use discretion and maintain all confidentiality.
- Advanced skills using Microsoft Outlook, Word, Excel and PowerPoint.
- Experience scheduling complex meetings to include coordination of schedules, planning location and catering, use of MS Teams, WebEx or Zoom.
Preferred Qualifications:
- Relevant project management or process improvement certification.
- Experience leading projects under minimal supervision.
- Experience using ServiceNow
- Experience using project management tools such as Microsoft Project.
- Experience developing and maintaining SharePoint sites.
- Proficiency with Visio to create and edit workflow diagrams.
- Experience using Smartsheet software tools.
- Academic institution or large integrated health system experience.