Project Coordinator (IT Project Management Specialist)

Responsible for coordinating project activities, maintaining project documentation, tracking action items, and facilitating communication among project teams and stakeholders.

Gains hands-on experience in IT project management within a university environment and is expected to grow toward independent project management responsibilities over time.

Assists Project Managers in the planning, tracking, and coordination of IT project activities and deliverables.

Maintains and updates project documentation, including project plans, schedules, status reports, meeting minutes, and action item logs.

Schedules and coordinates project meetings, prepare agendas, capture meeting notes, and distribute follow-up communications.

Tracks project tasks, milestones, and deadlines, proactively alerting Project Managers to upcoming due dates and potential delays.

Assists with resource scheduling and coordination across IT teams and university partners.

Maintains project management tools and systems, ensuring data accuracy and currency across the project portfolio.

Supports stakeholder communication by drafting project updates, presentations, and correspondence under the direction of the Project Manager.

Assists with budget tracking by gathering expenditure data and preparing expense summaries for review.

Supports vendor coordination, including tracking deliverables and following up on outstanding items.

Participates in PMO process improvement efforts and contribute to the development and maintenance of project templates and resources.

General Responsibilities

• Plans and implements IT project(s), often involving university staff from different teams and external partners on interrelated project tasks.
• Designs, creates, executes, and balances project work plans and work-flow documents; works within project timelines and proposes revisions as appropriate to meet changing needs and requirements.
• Stays within budget constraints and monitors progress of projects to ensure that quality and cost constraints are met.
• Reports and documents project milestones to share with leaders, stakeholders, and/or project partners.
• Researches and stays up to date with IT project management best practices, approaches, and trends.
• May provide guidance to temporary or hourly staff.

Qualifications

Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.

EDUCATION

Required

• Bachelor's degree preferably in related field.

Preferred

• Bachelor's degree in Information Technology, Business Administration, Communications, or a closely related field required.

WORK EXPERIENCE

Required

• Experience in technical project/program support or related field.

Preferred

• 1 year of administrative, coordination, or office support experience.
• Internship, practicum, or coursework experience in a project management, IT, or technology environment is a plus.
• Experience working in a university or higher education setting.

SKILLS

Required

• Proficient written and verbal communication skills.
• Maintains a high degree of professionalism.
• Demonstrates time management and priority setting skills.
• Demonstrates a high commitment to quality.
• Possesses flexibility to work in a fast-paced, dynamic environment.
• Seeks to acquire knowledge in area of specialty.

Preferred

• Basic understanding of project management concepts, terminology, and the project lifecycle.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and ability to learn project management tools such as Smartsheet, MS Project, or Jira.
• Strong organizational skills and attention to detail, with the ability to manage multiple tasks and deadlines.
• Effective written and verbal communication skills, including the ability to draft clear and professional correspondence and meeting documentation.
• Ability to work collaboratively in a team environment and support colleagues at all levels.
• Demonstrated initiative, reliability, and willingness to learn in a professional setting.
• Ability to handle sensitive and confidential information with discretion and professionalism.
• Strong customer service orientation and commitment to responsive, respectful communication with university stakeholders.
• Ability to adapt to changing priorities and work effectively in a dynamic, deadline-driven environment.

Working Conditions / Demands

This role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office environment and the campus. The person in this role must be able to perform the essential functions with or without an accommodation.

Benefits Overview

For full-time staff employees, Indiana University offers a wide array of benefits including:

• Comprehensive medical and dental insurance
• Health savings account with generous IU contributions
• Healthcare and dependent care flexible spending accounts
• Basic group life insurance paid by IU
• Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance
• Base retirement plan with generous IU contributions, subject to vesting
• Voluntary supplemental retirement plan options
• Tuition subsidy for employees and family members taking IU courses
• 10 paid holidays plus a paid winter break each year
• Generous paid time off plans
• Paid leave for new parents and IU-sponsored volunteer events
• Employee assistance program (EAP)

Learn more about our benefits by reviewing the IU Benefit Programs Brochure.

Job Classification

Career Level: Core

FLSA: Exempt

Job Function: Information Technology

Job Family: IT Project Management

Click here to learn more about Indiana University's Job Framework.

Equal Employment Opportunity

Indiana University is an equal opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University Notice of Non-Discrimination here which includes contact information.

Contact Us

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Telephone: 812-856-1234