Oregon State is an international public research university that draws people from all 50 states and more than 100 countries. We go wherever the challenges are, push ourselves to the very edge of what’s known and keep going. We are determined to forge solutions. We are diverse and welcoming. We embrace our responsibility to Oregon and the world, building a future that’s smarter, healthier, more prosperous and more just. We see what could be and have worked relentlessly for 150 years to make it so.
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Job Name
Project Coordinator
Brief Description
The project coordinator position in the Office of the Registrar is a member of the Projects & Communications team. This position is responsible for coordinating the administrative tasks, collecting, analyzing, and presenting data associated with projects in the Office of the Registrar. Collaboration, communication, and organization are important aspects of this position for building and maintaining strong partnerships across the institution. Success in this position includes the ability to pivot quickly within an ever-changing environment; comfort with ambiguity and flexibility are important.
Job Type
Full-Time
Education Level Required
High School/GED
Location City
Corvallis, OR 97331, United states
Contact Person
Autumn Landis
Contact Email
autumn.landis@oregonstate.edu
Contact Phone
541-737-2018
How to Apply
For more information about this position and to apply, please visit the Oregon State University jobs webpage, https://jobs.oregonstate.edu/postings/152904.
Who We Are The Office of the Registrar is an Oregon State University mission-critical unit. We serve as an innovative partner, providing a clear path for student success. Institutional integrity is ensured through our strict adherence to confidentiality. We provide enrollment and instructional services, maintain academic history, and offer support services to students, staff, and faculty. We are able to provide continual outstanding service because of our commitments to excellence, equity, collaboration and innovation. The Office of the Registrar is dedicated to providing a welcoming and inclusive work environment, in which each individual is treated with dignity and respect and is valued for their contribution to student success at Oregon State University.
Position Duties
50% Project Coordination
Identify resources and administrative steps needed for project completion; develop project plan in consultation with appropriate participants; initiate project and coordinate steps to ensure participation of appropriate stakeholders. Leverage project coordination best practice methods and procedures, modifying as necessary, to accomplish project needs.
Work collaboratively with internal and external project stakeholders.
Schedule project meetings, consulting with project managers on agenda topics; prepare and distribute agendas before meetings, ensure appropriate stakeholders are included.
Record detailed and precise notes about project decisions and updates to the timeline, task assignments, etc., and distribute to the workgroup promptly. Communicate task assignments and proactively follow up with workgroup members to ensure completion of tasks by the agreed timeline.
Identify project difficulties and identify ways to prevent future barriers (i.e. conflicting priorities, barriers to timeline, etc.). Identify and implement resources and support services necessary to keep projects moving forward.
In consultation with project managers, prepare and update project-related documents (i.e. minimum threshold analysis, project charters, project work plans and timelines, test plans, etc.).
Monitor all project statuses regularly, troubleshooting barriers to project advancement, frequently reviewing and confirming timelines and barriers with project managers. Consult with supervisor when projects stall on the next steps.
In response to project manager requests, modify project plans and communicate changes to stakeholders when unforeseen changes or developments arise.
Coordinate and engage in project assessment closing meetings, reviewing project outcomes and records to ensure documentation is appropriate and complete. Coordinate assessment protocol with the project manager and assessment lead. Determine control actions and share recommendations with supervisor before closing out projects according to project completion tasks.
20% Data Collection, Analysis, and Reporting
Perform identification of project and process goals and objectives, making recommendations for process improvements through data analyses, creation and analysis of current and future state process maps.
In collaboration with the project workgroup, create a data plan for measuring objectives and assist in data collection and analysis.
Prepare and present easy-to-interpret visual presentations and reports of data analysis for leaders to make informed and timely decisions regarding project needs.
Support project managers by creating, distributing, and analyzing the results of project feedback surveys and developing summary reports.
Collect and analyze data for inclusion in the Office of the Registrar’s annual report.
20% Project Planning
Coordinates intake for project requests and minimum threshold assessments.
Works with subject matter experts and/or project managers to identify and incorporate measurable project objectives, timelines, and work plans into the future project charter.
Creates and administers surveys for project planning purposes, and prepares summary reports for review by supervisor to determine project priority with stakeholders. Review project approvals, start dates, and completion deadlines to determine prioritization of duties for projects.
Works collaboratively with communication and project managers to create a stakeholder analysis and communication plan to ensure all stakeholders are represented throughout the project.
Engage in the project road map and priorities meetings by creating agendas, taking and distributing detailed and accurate notes, updating priorities, and preparing appropriate project updates for the project website.
5% Staff Development
Attend regular team and office All-Staff meetings. Actively participate in office discussions, workshops, and retreats. Participates in university or professional organization staff development activities or conferences.
5% Other duties as assigned
On occasion, assists other units within the Office of the Registrar with university programs and activities. Assists with annual commencement-related activities and ceremony, as required.
Minimum Qualifications Four years of experience as an executive assistant, administrative analyst, researcher or administrative officer which included administrative duties, provision of technical assistance, or operations review. Two of the required years must have included administration or oversight of an on-going project or program. A Bachelor’s degree in Business Administration, Management, Public Administration or a closely-related field may be substituted for up to two years of the required experience. There is no substitution for the two years of administrative experience. Preference may be given to individuals with experience in a specialty area specific to the position opening.
Additional Required Qualifications
Training, education, or experience with project management, business analysis, or process improvement.
Excellent written and verbal communication skills, with the ability to reach audiences with different backgrounds or experiences.
Ability to communicate technical and functional information with staff who have varying levels of technical skill or experience.
Ability to analyze complex issues and situations, identify alternative solutions, forecast consequences and recommend an effective course of action.
Demonstrated leadership, collaboration, and relationship-building in a team environment.
Demonstrated experience managing deadlines and priorities; organized, on time, and with attention to detail.
Proficiency using Microsoft Office Suite or other similar applications.
A demonstrated commitment to diversity, equity, and inclusion.
Preferred Qualifications
Bachelor’s degree.
Higher education experience.
Lean Six Sigma experience.
Experience creating and presenting process maps, summary reports and visuals of data analysis findings.
Experience collaborating with stakeholders, with competing priorities, in a high stakes’ environment.
Ability to work within an environment where ambiguity and the ability to pivot quickly are commonplace.
