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IT Operations Project Coordinator in Mechanicsville, VA at Owens & Minor, Inc.

Date Posted: 2/13/2019

Job Snapshot

Job Description

POSITION SUMMARY

 

Provides management, coordination, analysis, reporting, scheduling, document preparation, facilitation, and project management services to support the Chief Information Officer (CIO).  Coordinates and works in close collaboration with others on IT department projects from conception to completion and handles confidential matters with discretion.



ESSENTIAL JOB FUNCTIONS:

1.       Completes administrative tasks including: managing CIO's calendar, completing expense reports, and composing and preparing both confidential and public correspondence.

2.       Organizes and prepares travel plans, itineraries and agenda.  Compiles documents for travel-related meetings.

3.       Plans, coordinates and ensures the CIO's schedule is followed and respected.  Provides needs assessment and prioritization, creating win-win situations for direct access to the executive's time and office.

4.       Communicates directly and on behalf of the CIO, with Board members, business partners, staff and others on matters related to the CIO's initiatives.

5.       Ensures smooth communication between the executive and internal departments.

6.       Keeps CIO and staff informed of and prepared for upcoming commitments and responsibilities.  Keeps CIO abreast of relevant issues.

7.       Builds relationships crucial to the success of the department, and manages special projects for the CIO.

8.       Drafts correspondence, presentations, and other documents and tasks that facilitate the CIO effectively leading the department and working with the Board and senior leadership.

9.       Organizes and coordinates staff functions and activities.

10.   Prioritizes conflicting needs, and follows through on special projects to successful completion.

11.   Manages incoming and outgoing electronic communication and initiates appropriate responses on CIO's behalf.

12.   Coordinates collection and dissemination of project related information.  Streamlines project execution to expedite achieving goals.

13.   Manipulates large data files in various formats and compiles summary reports.  Maintains updates and monitors project plan templates to track progress and measure deliverables and completion of assignments.

14.   Provides updates on projects regarding relevant changes and ensures all documentation is maintained and completed.  Detects situations that may cause risk to completion of the project and escalates issues as appropriate.

15.   Maintains official records for the department.  Maintains database information and prepares spreadsheets to support reporting and analysis.

16.   Monitors department spending and ensuring budgets are followed.

17.   Assesses learning needs accurately and helps employees make the most of learning opportunities.  Acts as the go to within the department for anyone with questions or queries regarding training and development plans.

SUPPLEMENTAL JOB FUNCTIONS:

1.       Performs additional duties as required.



Qualifications

EDUCATION & EXPERIENCE REQUIRED:

  • Bachelors degree preferred
  • At least five years of experience as an Executive Assistant or Administrative Assistant for a function required
  • Knowledge of IT, healthcare, or logistics business preferred
  • Previous work with a global matrixed organization preferred
  • Project Management Certification preferred

KNOWLEDGE SKILLS & ABILITIES:

  • Ability to interface with Board of Directors and all levels of leadership, internally and externally
  • Excellent calendar management skills including scheduling complex senior level meetings with challenging logistics
  • Excellent verbal and written communication skills
  • Experienced in handling confidential and sensitive material
  • Ability to meet negotiated deadlines, anticipate needs, demonstrate initiative and independently complete tasks
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability
  • Must utilize expert secretarial skills to create quality documentation, acting independently with minimal supervision
  • Ability to use good judgement in setting work priorities, planning and organizing workload in the midst of interruptions
  • High degree of personal integrity, discretion and confidentiality
  • Ability to handle multiple projects with continuing changing priorities
  • Expert computer skills (Word, Excel, PowerPoint, etc.)
  • Highly resourceful team-player, with the ability to also be extremely effective independently
  • Ability to manage upward as well as laterally
  • Ability to make the complex simple and discern key objectives related to complex processes



ADDITIONAL REQUIREMENTS:

  • None

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