"Workday Project Support Coordinator"

Job Description Summary

The search will remain open until the position has been filled. First consideration will be given to applications received by July 20, 2025.

BASIC FUNCTION

The Workday Project Support Coordinator plays a critical role in assisting the project team during the implementation of the Workday system. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities while supporting key project activities, including maintaining the project calendar, scheduling meetings and events, developing presentations, and coordinating training sessions for users. This position is essential to ensuring the smooth execution of the project plan and effective communication among stakeholders.

Duties and Responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES

Project Calendar Management

• Maintain and update the overall project calendar, tracking key milestones, deliverables, and deadlines throughout the Workday implementation lifecycle.
• Schedule and manage recurring project meetings, workshops, steering committee sessions, and user acceptance testing (UAT) activities.
• Proactively identify potential scheduling conflicts and ensure resource availability for critical project tasks and meetings.
• Collaborate with team members and stakeholders to adjust schedules as needed, ensuring alignment with project objectives.

Meeting & Event Scheduling

• Coordinate and schedule meetings between internal teams, external consultants, and stakeholders, ensuring all participants receive timely invitations, agendas, and follow-up materials.
• Organize project workshops, training sessions, and implementation events, managing logistics such as meeting room reservations, virtual meeting setup, and equipment arrangements.
• Monitor attendance and follow up with participants to ensure all key project members are engaged and aware of upcoming activities.

Presentation & Documentation Development

• Assist the project management team in developing high-quality presentations for stakeholder meetings, status updates, and executive briefings.
• Create and maintain project documentation, such as meeting minutes, decision logs, status reports, and risk registers.
• Assist in the development of visual aids and other materials for presentations, using tools such as PowerPoint, Excel, and Workday-related content.
• Ensure all project-related documentation is organized and stored in a central repository for easy access by the team and stakeholders.

Training Coordination

• Work with Workday consultants, subject matter experts, and HR/IT leaders to coordinate training activities for end users.
• Develop and manage the training schedule, ensuring that all key user groups (HR, payroll, finance, managers, etc.) receive necessary training.
• Coordinate logistics for training sessions, including booking venues, arranging materials, managing virtual training platforms, and tracking participant attendance.
• Assist in the development and distribution of training materials, including guides, tutorials, and recorded sessions, ensuring easy access to resources for all participants.

Project Communication Support

• Maintain effective communication with all stakeholders, providing timely updates on project activities, scheduling changes, and upcoming milestones.
• Distribute meeting agendas, action items, and key decisions to ensure alignment across teams.
• Serve as the point of contact for project-related inquiries, assisting with the resolution of scheduling or logistical issues as needed.
• Provide administrative support to project managers and team leads as required.

OTHER DUTIES AND RESPONSIBILITIES

Perform other duties and responsibilities as assigned.

LICENSES, TOOLS, AND EQUIPMENT

Personal computers, printers & word processing, database management & spreadsheet software. Microsoft Office Suite (Excel, PowerPoint, Word, Teams). Google calendars. Zoom.