The D'Aniello Institute for Veterans and Military Families (IVMF) is seeking a Project Coordinator to provide project management support for projects across the institute, including research and evaluation projects, programs and services, IVMF critical initiatives and more. Working within the IVMF Project Management Office (PMO), the Project Coordinator partners with project teams and key stakeholders to keep projects organized, documented, and on track from intake through closeout.
This position strengthens the institute's capacity to deliver its work by providing project coordination, communication, and administrative support and by maintaining accurate project records, allowing senior project management staff to focus on strategic priorities and complex projects.
This position may be filled on a fully remote basis if the identified candidate is not currently located in Syracuse, NY (within 50 miles). Not all geographical areas within the United States are eligible. Employment offers at Syracuse University are based on a combination of factors including, but not limited to, the job responsibilities; the candidate's education, training, work experience and key competencies; the university's strategic priorities; internal peer equity; applicable federal, state, local laws, grant funding and contractual requisites; and external market analyses.
Education and Experience
- Bachelor's degree.
- One to three years of project management experience preferred, including experience coordinating or managing projects and meeting deadlines across competing demands.
- Preference given to candidates with a military service connection or with experience working with veteran, military, or military family stakeholders, universities, or research organizations (think tanks).
Skills and Knowledge
- Exceptional organizational skills and attention to detail and quality.
- Ability to manage multiple priorities and meet deadlines in a fast-paced work environment.
- Excellent oral and written communication skills.
- Proficiency with Microsoft 365, including Teams, SharePoint, Word, Excel, Outlook, and PowerPoint, and with enterprise project management software.
- Ability to work collaboratively within a team and provide responsive, service-focused support to project teams and stakeholders.
Responsibilities
Project Coordination
- Manage an assigned portfolio of lower-complexity sponsored and operational projects from intake through closeout, within established PMO standards
- Identify risks and issues and escalate to the PMO Director with proposed options
- Conduct sponsored project intake and project closeout activities
- Facilitate recurring stakeholder meetings and share notes
- Develop project plans and project materials per IVMF PMO standards
- Maintain accurate project records and portfolio data in the enterprise system to support portfolio reporting
- Coordinate with project teams to ensure deliverables are met in a timely manner
- Manage and coordinate recurring PMO-led initiatives and maintenance-status IVMF projects (Advisory Board, Intranet, Calendar, Programmatic Playbook, etc.)
- Support selection and maintenance of critical project management software
Documentation and Reporting
- Prepare meeting agendas and take notes in project meetings
- Document action items, key takeaways, decisions, and challenges during meetings to improve project outcomes
- Utilize AI to assist in tracking key information during meetings
- Share information on project status with PMO team, including challenges or risks
- Prepare and deliver project status reports
- Monitor deliverable progress and follow up with project teams to keep work on track
- Develop and maintain standard project management templates and standard operating procedures, as needed
- Ensure version control of project documents and deliverables
- Coordinate with other departments to organize project proposals and grant applications
Communication and Collaboration
- Communicate with project teams to ensure internal alignment
- Set up project workspaces in Microsoft Teams, SharePoint, and enterprise project management system that allow for effective communication
- Coordinate within PMO team to ensure consistency and alignment across projects
- Represent and attend meetings/events on behalf of PMO, as needed
Administrative Support
- Conduct project organization, document editing, meeting scheduling, and more
- Develop or assist in development of project presentations, proposals, contracts, Institutional Review Boards (IRBs), etc. as needed
- Conduct file management for PMO and support file management for IVMF departments
- Organize project documentation for easy access by team members
Physical Requirements
Not Applicable
Tools/Equipment
Not Applicable
Application Instructions
In addition to completing an online application, please attach a resume and cover letter.