IT Project Coordinator

This is a unique career opportunity to join one of the nation’s most comprehensive academic medical centers, UChicago Medicine, as an IT Project Coordinator.  The IT Project Coordinator role is the foundational role for our focused development of career project managers.  This is an outstanding opportunity to put your career on the path of exceptional project and program delivery.  As an IT Project Coordinator, you will receive active mentoring from senior Project Management Office (PMO) leaders and you will join our in-house project management certification cohort.   

The IT Project Coordinator performs basic project management tasks and duties delegated by project managers, in support of low complexity, repetitive, operational projects such as Facilities projects to set up a new clinical site that mimics other clinical sites already in operation. They will provide timely, effective and efficient assistance to IT Program Directors, IT Program Managers / Portfolio Leads, IT Senior Project Managers and IT project Managers by performing administrative, planning, coordinating and documentation tasks in direct support of IT programs and projects. Also, actively contribute to the execution of IT projects to drive on time, within budget project completion and interact daily with all members of the IT PMO and IT organization. The IT Project Coordinator has a basic understanding of the concepts, tools, and techniques of project management and consistently demonstrates a proactive, heightened sense of urgency to drive projects to successful outcomes and collaborates with internal stakeholders to gather information, coordinate tasks, and process work. 

Essential Job Functions   

• Effectively schedules project team meetings and working sessions 

• Takes direction and receives assistance from IT Program Directors, IT Program Managers / Portfolio Leads, IT Senior Project Managers, and IT project Managers to create detailed project Work Breakdown Structure (WBS) in the Microsoft Project system 

• Records and distributes project team meeting minutes and action item tables 

• Contributes to the development of detailed project budgets in Excel 

• Understands and updates project artifacts such as project charters, project business cases, and change management plans 

• Understands the vendor contracting processes and contributes to the processes of obtaining vendor quotes and creating RFPs 

• Performs tasks to support timely onboarding of vendors and consultants on the project teams 

• Processes all required UCM system access for contract resources 

• Creates and administers project SharePoint sites 

• Assists IT Program Directors, IT Program Managers / Portfolio Leads, IT Senior Project Managers, and IT project Managers in the management of project team members to complete all tasks in the Work Breakdown Structure (WBS) 

• Updates and distributes project dashboards under the direction of IT Program Directors, IT Program Managers / Portfolio Leads, IT Senior Project Managers, and IT project Managers  

• Consistently builds valued relationships, enabling on-going and effective partnerships to achieve project objectives 

• Effectively leverages virtual meeting tools, by actively participating in all meetings, including turning camera on during project team meetings 

• Works onsite and provides hands-on, proactive project management coordination for business administration, clinical, and facility project go-lives 

• Provides shift coverage in project go-live command centers 

• Triages project go lives issues and ensures effective tracking via ServiceNow tickets 

• Prepares documents and takes meeting minutes in collaboration with multidisciplinary teams 

• Updates project artifacts and ensure consistent and organized storage of artifacts on project SharePoint sites 

• Contributes to the effective management of project resources 

• Creates and updates project risk logs with assistance from IT Program Directors, IT Program Managers / Portfolio Leads, IT Senior Project Managers, and IT project Managers  

• Provides effectively, timely assistance to IT Program Directors, IT Program Managers / Portfolio Leads, IT Senior Project Managers, and IT project Managers to contribute to managing and controlling project scope 

• Processes, tracks and reports on project financial elements, including purchase orders and invoices 

• Updates project budget tracking spreadsheets 

• Proactively communicates in a timely and effective manner with all project stakeholders 

• Assists in the facilitation of project related meetings and working sessions 

• Captures and distributes project team meeting minutes in a timely manner 

• Builds and sustains strong working relationships with IT vendors 

• Assists IT Program Directors, IT Program Managers / Portfolio Leads, IT Senior Project Managers, and IT Project Managers to complete tasks in support of project closure including the list of open issues, an inventory of requested optimizations, and documentation and distribution of project lessons learned 

Required Qualifications  

• Bachelor’s degree in a technical, business or health care field required 

• Formal training in the project management discipline at either the collegiate or professional level 

• Educational or professional experience working as a member of several project teams 

• Highly motivated for self-development and career advancement 

• High degree of learning agility 

• Critical thinking and problem-solving skills 

• Commitment to delivering results with heightened sense of urgency and a strong work ethic 

• Effective verbal and written communication skills 

• Proficiency in use of knowledge worker tools, including, but not limited to Microsoft Outlook, Word, Excel and PowerPoint 

• Financial acumen 

• High degree of learning agility and commitment to acquiring the knowledge and skills needed to pursue a possible project management career path 

• Critical thinking and problem-solving skills, with an ability to identify the root cause of project related problems and help the project team develop solutions for them 

Preferred Qualifications 

• Health care and/or IT industry experience 

• Exposure to some project management methodologies and/or software development lifecycles (Waterfall/Kanban/Agile) 

• Familiarity with project management tools such as MS Project 

Position Details  

• Job Type/FTE: Full-time  

• Shift: Day  

• Location: Hyde Park    

• Department: IT Business Office  

• CBA Code: Non-Union  

We’ve been at the forefront of medicine since 1899. We provide superior healthcare with compassion, always mindful that each patient is a person, an individual. To accomplish this, we need employees with passion, talent and commitment… with patients and with each other. We’re in this together: working to advance medical innovation, serve the health needs of the community, and move our collective knowledge forward. If you’d like to add enriching human life to your profile, UChicago Medicine is for you. Here at the forefront, we’re doing work that really matters. Join us. Bring your passion.

UChicago Medicine is growing; discover how you can be a part of this pursuit of excellence at: UChicago Medicine Career Opportunities.

UChicago Medicine is an equal opportunity employer.  We evaluate qualified applicants without regard to race, color, ethnicity, ancestry, sex, sexual orientation, gender identity, marital status, civil union status, parental status, religion, national origin, age, disability, veteran status and other legally protected characteristics.

Must comply with UChicago Medicine’s COVID-19 Vaccination requirement as a condition of employment. If you have already received the vaccination, you must provide proof as part of the pre-employment process. This is in addition to your compliance with the Flu Vaccination requirement as well. Medical and religious exemptions will be considered consistent with applicable law. Lastly, a pre-employment physical, drug screening, and background check are also required for all employees prior to hire.

Compensation & Benefits Overview

UChicago Medicine is committed to transparency in compensation and benefits.  The pay range provided reflects the anticipated wage or salary reasonably expected to be offered for the position.

The pay range is based on a full-time equivalent (1.0 FTE) and is reflective of current market data, reviewed on an annual basis. Compensation offered at the time of hire will vary based on candidate qualifications and experience and organizational considerations, such as internal equity. Pay ranges for employees subject to Collective Bargaining Agreements are negotiated by the medical center and their respective union.

Review the full complement of benefit options for eligible roles at Benefits - UChicago Medicine.