PMO Operations Coordinator (Remote)

LOCATION:  Remote – This is a home based, virtual position that operates within the hours of 8:30am-5:00pm (EST). Vaya Health welcomes applications from NC, SC, GA, TN, VA, MD, and FL.

GENERAL STATEMENT OF JOB

The PMO Operations Coordinator plays a crucial role in supporting the Vice President of the Project Management Office(PMO). This position is responsible for overseeing the daily operations of the PMO department, ensuring efficient workflows and facilitating communications across the PMO staff. Additionally, the PMO Operations Coordinator will provide administrative support to the VP of PMO. Key assignments include but are not limited to, coordinating meetings, tracking project progress, preparing reports and presentation decks. This role will regularly interact with both internal and external stakeholders, including executive level staff. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to adapt to a fast-pace environment while ensuring the success of the strategic vision of the organization, the Information Services Divisions (ISD) and the PMO. 

ESSENTIAL JOB FUNCTIONS

Administrative Support Coordination: 

• Calendar Management - manage VP of PMO and PMO department calendars, including coordination and scheduling of meetings as well as, prioritizing meeting requests to ensure business needs are met
• Meeting Support - provide administrative support for PMO department meetings including preparing agendas, presentation development and documentation and tracking of action items
• Assist VP of PMO in identifying, tracking and resolving administrative/high-level issues 
• Provide primary admin support for PMO related meetings including tracking of action items and deliverables  
• Coordinate onboard training for departmental PMO staff 
• Compile PMO reporting metrics for various stakeholders, meetings and discussions

Project Management and Coordination:

• Facilitate and manage PMO document and artifact library, ensuring all PMO templates (agenda, minutes, presentations, project status reports, etc.) are in compliance with approved policy and procedures
• Ensure consistent project execution across the organization by promoting best practices within approved policy and guidelines
• Assist in resource management oversight to optimize staff and manage organizational requests

Reporting and Communications:

• Compile information for standard reporting metrics for PMO and portfolio projects
• Create presentations and project reporting information for both internal and external stakeholders
• Act as POC for PMO communications, work with ISD Technical Writer and Office of Communications to ensure all documents and publications are aligned with approved policy and procedures 

Other responsibilities as assigned.

KNOWLEDGE OF JOB

• Familiarity with project management tools and methodologies
• Strong analytical skills and attention to detail
• Ability to be flexible and adjust to changing priorities and responsibilities
• Able to keep abreast of any changes in policy, methods, procedures, etc., as they pertain to organizational and division operations and activities. 
• Strong verbal and written communications skills to facilitate clear, effective, and professional interaction between project teams and stakeholders
• Excellent problem solving and critical thinking skills with the ability to identify solutions that improve PMO processes, project outcomes while meeting the strategic goals of the organization
• Ability to assemble information in a concise, clear, and effective manner
• Ability to work collaboratively with diverse teams and build positive relationships across the organization
• Proficient in Microsoft Office 365 suite of tools including Visio, One Note and SharePoint
• Experience with project management software such as SmartSheet, MS Project, etc.

QUALIFICATIONS & CREDENTIALING REQUIREMENTS

High School diploma or GED required. Bachelor’s degree in Business Administration, Information Systems, Management Information Systems, Project Management, or Healthcare Administration preferred. Must have 3-5 years of executive administrative support or project management coordination/support experience.

PHYSICAL REQUIREMENTS 

• Close visual acuity to perform activities such as preparation and analysis of documents; viewing a computer terminal; and extensive reading. 
• Physical activity in this position includes crouching, reaching, walking, talking, hearing and repetitive motion of hands, wrists and fingers. 
• Sedentary work with lifting requirements up to 10 pounds, sitting for extended periods of time. 
• Mental concentration is required in all aspects of work.

RESIDENCY REQUIREMENT: The person in this position must live in NC, SC, GA, TN, VA, MD, or FL.

SALARY: Depending on qualifications & experience of candidate. This position is non-exempt and is eligible for overtime compensation.

DEADLINE FOR APPLICATION: Open until filled.

APPLY: Vaya Health accepts online applications in our Career Center, please visit https://www.vayahealth.com/about/careers/.

Vaya Health is an equal opportunity employer.