Project Coordinator & Documentation Specialist

About The Research Foundation for SUNY:

The Research Foundation for The State University of New York (RF) is the largest comprehensive university-connected research foundation in the country.

Our mission is to provide talent, services, and technology that empower SUNY to research, innovate, and transfer discoveries that transform the world's knowledge economy.

Our vision is to make SUNY the best place for faculty, students, and staff to research, innovate and solve the world's most pressing problems.

The RF serves SUNY by providing essential administrative services that enable faculty to focus their efforts on educating students and performing life-changing research across a wide range of disciplines including Artificial Intelligence, Clean Energy, Biotechnology, Longevity, Substance Addiction, Nextgen Quantum Computing, Environmental Health, and Resiliency. We work with the academic and business leadership of SUNY campuses to facilitate research and discovery by administering sponsored projects and delivering intellectual property and technology transfer services that fuel innovation and move ideas and inventions to the marketplace.

The RF is committed to diversity, inclusion, and a working environment that enhances productivity creates personal and professional opportunities, unleashes everyone's full potential, and fuels innovation. We hold the organization and each other to the highest standards of integrity, accountability, and ethical behavior.

Visit www.rfsuny.org and connect with us on Facebook, Twitter, and LinkedIn. Learn about SUNY at www.suny.edu.

Job Description:

FUNCTION & SCOPE:

The Project Coordinator & Documentation Specialist is responsible for providing operational oversight across ITS initiatives and services, with a primary focus on ensuring the accuracy, completeness, and consistency of documentation across ITS.

This role does not function as a traditional Project Manager. Instead, it provides coordination, governance, and quality oversight to ensure projects and operational initiatives are executed consistently, documented accurately, and aligned with organizational standards and expectations.

The incumbent is responsible for ensuring the creation, accuracy, and ongoing maintenance of technical documentation artifacts, including architectural documentation and Visio diagrams that represent physical and logical networks, data flows, system interfaces, and integration points. These materials support operational continuity, audit readiness, annual cybersecurity reviews, system understanding, and cross-team collaboration.

The position requires strong organizational skills, attention to detail, and the ability to work effectively across technical and non-technical teams to maintain clarity, structure, and accountability.

DUTIES & RESPONSIBILITIES:

• Project Coordination & Operational Oversight

• Coordinate across IT projects and operational initiatives to ensure documentation, artifacts, and deliverables are complete, accurate, and maintained.

• Track project activities, dependencies, timelines, and ownership to ensure visibility and accountability.

• Ensure projects and initiatives follow established ITS standards, processes, and governance expectations.

• Identify gaps in documentation, process alignment, or operational readiness and work with teams to address them.

• Support leadership by providing visibility into project status, risks, and documentation readiness through the creation and maintenance of executive-level dashboards, metrics, and summary reports.

• Documentation & Architecture Management

• Own and manage the accuracy, consistency, and completeness of ITS documentation, including runbooks, procedures, and operational guides.

• Ensure the creation, review, and ongoing maintenance of Visio diagrams and architectural documentation, including:

• Physical and logical network diagrams

• Data flow diagrams

• System interfaces and integrations

• Application and infrastructure dependencies

• Ensure documentation and diagrams accurately reflect current-state environments and are updated as systems evolve.

• Establish and maintain documentation standards, templates, and review processes.

• Ensure documentation supports operational continuity, cross-team coverage, and audit/compliance requirements.

• Communications & Stakeholder Coordination

• Coordinate with technical teams to ensure documentation and architectural materials are accurate and complete.

• Translate technical information into clear, well-structured documentation suitable for both technical and non-technical audiences.

• Serve as a point of contact for documentation standards, expectations, and clarification.

• Process Improvement & Readiness

• Identify recurring documentation gaps, architectural inconsistencies, or process weaknesses and recommend improvements.

• Support the development and maintenance of operational standards, templates, and governance materials.

• Participate in disaster recovery and business continuity planning activities from a documentation and readiness perspective.

• Assist with audit, compliance, and assessment activities by ensuring documentation and architectural artifacts are complete, current, and defensible.

CORE COMPETENCIES:

• Strong organizational and coordination skills with the ability to manage multiple workstreams simultaneously.
• Exceptional attention to detail and commitment to documentation accuracy and completeness.
• Strong written and verbal communication skills.
• Ability to work cross-functionally and influence without direct authority.
• Strong analytical skills with the ability to identify gaps, risks, and improvement opportunities.
• High degree of initiative, accountability, and reliability.

COMPENSATION: $62,062.00 - $75,000.00

Requirements:

PREFERRED QUALIFICATIONS:

• Bachelor's degree in information technology, business, communications, or a related field, or equivalent experience.
• 1-2 years of experience in IT operations, project coordination, documentation management, or a related role.
• Experience creating and maintaining Visio diagrams, technical architecture documentation, and operational artifacts.
• Familiarity with IT service management concepts and operational governance practices.
• Experience working with service management or documentation platforms (e.g., TeamDynamix, ServiceNow, SharePoint, Confluence, or similar tools).

Additional Information:

As an Equal Opportunity / Affirmative Action Employer, The Research Foundation for SUNY will not discriminate in its employment practices due to an applicant's race, color, creed, religion, sex, pregnancy-related conditions, reproductive health decisions, childbirth or related medical conditions, sexual orientation, gender identity or expression, transgender status, age, national origin or ancestry, marital status, familial status, citizenship, physical and mental disability, prior arrest or conviction record, genetic characteristics/genetic information, predisposition or carrier status, domestic violence victim status, military status or service, veteran status, or any other characteristics protected under federal, state or local law. The Company will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.

The Company will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.

Review of applications will begin immediately and continue until the position is filled.

The Research Foundation for the State University of New York is not an agency or instrumentality of the State of New York. Employees of the Research Foundation for the State University of New York are not state employees, do not participate in any state retirement system, and do not receive state fringe benefits. The Research Foundation for the State University of New York operates under a contract with The State University of New York and receives no directly appropriated state funding.

Application Instructions:

Applicants interested in applying MUST submit the following documents:

1. Resume/Cv

2. Cover Letter

After submitting your resume/CV, the subsequent pages enable you to upload your cover letter and additional documents.

Returning Applicants - Login to your RF SUNY Careers Account to review your application.