Project Coordinator in Pittsburgh, Pennsylvania at University of Pittsburgh

Project Coordinator

Office of University Communications - Pennsylvania-Pittsburgh - (26005738)

The Project Coordinator provides support to the University Communications and Marketing (UCM) project management team. This role assists with project documentation, contract documentation, and project scheduling, and stakeholder reporting.

The ideal candidate has:

• At least two years of professional experience, ideally as part of a project management or communications/marketing team.
• Experience working with Monday.com preferred.
• The ability to manage multiple projects at a time.
• Strong interpersonal skills.

Job Summary

Serves in an administrative capacity and provides administrative support to the project manager and other team members. Assists with fiscal management and compliance with federal regulations and the contracts. Manages day-to-day office operations and interacts with key stakeholders.

Essential Functions

Sample job duties include:

• Provides administrative support to content projects on a floating basis, sifting focus based on team priorities.
• Takes accurate notes and distributes meeting documentation and action items to all relevant parties.
• Maintains and updates project records in Monday.com, responding to and sending correspondence, scheduling and coordinating meetings, and processing requests.
• Assists with preparing presentation materials, meeting recaps, and project summaries for internal stakeholders.
• Assists with the overseeing location agreements in support of assigned Project Managers.
• Interacts with key stakeholders, including internal clients, campus partners, and vendors.
• Maintains organized project files and documentation in accordance with UCM record practices; ensures all project materials, releases, and approvals are archived accurately.
• Prepares and maintains standardized checklists, and process guides to support consistent recordkeeping across the project portfolio.
• Performs additional documentation duties as directed - such as maintaining intake and scope documentation, tracking approval/sign-off records, or compiling shoot or event documentation (i.e., agreements, talent releases, vendor paperwork).
• Handles other duties as assigned.

Physical Effort

Duties are primarily sedentary. Must be able to use a computer at a desk or similar workstation, and travel to on-campus meetings as needed.

Assignment Category: Full-time regular

Job Classification: Staff.Project Coordinator

Job Family: Administrative Support

Job Sub Family: Program & Project Management

Campus: Pittsburgh

Minimum Education Level Required: High School Diploma/GED

Minimum Years of Experience Required: 2

Will this position accept substitution in lieu of education or experience: Combination of education and relevant experience will be considered in lieu of education and/ or experience requirement.

Work Schedule: Monday - Friday, 8:30 a.m. - 5:00 p.m.

Work Arrangement: Hybrid: Combination of On-Campus and Remote work as determined by the department.

Hiring Range: TBD Based Upon Qualifications

Relocation_Offered: No

Visa Sponsorship Provided: No

Background Check: For position finalists, employment with the University will require successful completion of a background check

Child Protection Clearances: Not Applicable

Required Documents: Resume, Cover Letter

Optional Documents: Not Applicable