Project Coordinator, Enterprise Systems

Job Description

Job Description

POSITION SUMMARY

Reporting to the Director of Enterprise Digital Strategy, the Enterprise Systems Project Coordinator is responsible for coordinating the planning, documentation, governance, and lifecycle activities associated with CSAAC’s enterprise systems initiatives.

This role supports the structured movement of projects through intake, discovery, evaluation, approval, implementation, testing, and closeout while maintaining clear project documentation, schedules, decision records, dependencies, and stakeholder communication.

The position serves as a central coordination point between the Director, Enterprise Digital Strategy, the Manager, Enterprise Applications, departmental stakeholders, business owners, and external technology partners. The role helps ensure that enterprise systems initiatives remain organized, visible, and aligned with established governance and project processes.

This position operates within the enterprise systems governance structure under the direction of the Director, Enterprise Digital Strategy. The role is responsible for project coordination and governance support but does not independently establish project priorities, approve projects, authorize vendor work, or direct technical development.

QUALIFICATIONS

Required

• Demonstrated experience with project coordination, business systems, enterprise applications, or related operational technology initiatives.
• Formal project management or project coordination training.
• Strong organizational and analytical skills.
• Ability to manage multiple projects, deadlines, action items, and stakeholder dependencies.
• Ability to document business needs, project decisions, requirements, and implementation activities clearly and accurately.
• Experience coordinating across technical and non-technical stakeholders.
• Strong written and verbal communication skills.
• Proficiency with Microsoft 365 collaboration and productivity tools

Preferred

• Information Technology, or a related field.
• Project Management Professional (PMP), Certified Associate in Project Management (CAPM), Google Project Management Professional Certificate, or comparable project management credential.
• Experience with Microsoft SharePoint, Planner, Teams, Power Automate, or related workflow and collaboration tools.
• Experience supporting enterprise applications, workflow improvement, digital transformation, or systems implementation initiatives.
• Experience in healthcare, human services, or another regulated operational environment

Core Competencies

• Project coordination and organization.
• Structured communication and documentation.
• Requirements gathering and clarification.
• Cross-functional coordination.
• Risk, issue, and dependency tracking.
• Meeting facilitation and follow-up.
• Attention to detail and process consistency.
• Stakeholder communication.
• Escalation judgment.
• Ability to distinguish project coordination responsibilities from operational, technical, and executive decision authority

ESSENTIAL FUNCTIONS

Project Intake & Governance Coordination

• Coordinate intake and administrative review of enterprise systems project requests.
• Review submitted requests for completeness and follow up with requestors when additional information is required.
• Maintain project intake records, supporting documentation, status information, and governance records.
• Prepare project information for review, discovery, evaluation, and prioritization.
• Track project decisions, approvals, deferrals, conditions, and required follow-up activities.
• Support consistent application of established enterprise systems governance processes.

Discovery & Requirements Coordination

• Coordinate stakeholder discovery meetings for proposed enterprise systems initiatives.
• Assist with gathering and documenting business needs, desired outcomes, operational requirements, dependencies, and constraints.
• Facilitate routine discovery activities as assigned and escalate complex or strategically significant issues to the Director.
• Prepare and maintain discovery summaries, requirements briefs, project briefs, and related project documentation.
• Coordinate clarification among business owners, operational stakeholders, the Manager, Enterprise Applications, and external technology partners.
• Identify unresolved requirements, dependencies, and potential implementation risks requiring additional review.

Project Planning & Lifecycle Coordination

• Develop and maintain project schedules, milestone trackers, action items, dependencies, and implementation checklists.
• Coordinate project meetings, stakeholder participation, follow-up activities, and required deliverables.
• Track progress across approved enterprise systems initiatives and obtain status updates from responsible parties.
• Identify overdue actions, unresolved dependencies, schedule risks, and project concerns for escalation.
• Maintain accurate project records within approved project management and collaboration tools.
• Coordinate project lifecycle activities from initiation through implementation and closeout.

Enterprise Systems Advisory & Portfolio Support

• Support preparation of project materials for the Enterprise Systems Strategic Advisory and other governance forums.
• Prepare standardized project briefs, status summaries, and supporting documentation.
• Maintain records of Advisory recommendations, project decisions, assigned actions, and follow-up requirements.
• Support maintenance of the enterprise systems project portfolio, including status, priority, milestones, dependencies, and next actions.
• Assist with preparation of portfolio reporting and management visibility materials.

Testing, Implementation & Closeout Coordination

• Coordinate user acceptance testing activities, including scheduling, participant communication, issue tracking, and completion documentation.
• Work with the Manager, Enterprise Applications and business owners to support implementation readiness.
• Coordinate project-related training, communication, and adoption activities with appropriate staff.
• Maintain implementation readiness and project closeout checklists.
• Coordinate post-implementation follow-up and documentation.
• Capture lessons learned, unresolved issues, and recommended follow-up actions.

Documentation & Project Controls

• Maintain organized project documentation, including project briefs, requirements, meeting notes, decision records, status reports, testing documentation, and implementation records.
• Maintain project risk, issue, dependency, and action logs.
• Ensure significant project decisions and approved changes are documented appropriately.
• Maintain and support continuous improvement of OBIS project tracking, portfolio reporting, governance workflows, and related collaboration tools.
• Maintain clear and consistent project records to support organizational visibility and accountability.

Cross-Functional Coordination

• Serve as a day-to-day coordination point among OBIS, departmental stakeholders, business owners, operational leadership, and external technology partners.
• Facilitate communication regarding project status, outstanding decisions, dependencies, and required actions.
• Coordinate activities across multiple departments while recognizing established operational, technical, financial, and executive decision authorities.
• Escalate unresolved project issues, resource conflicts, scope concerns, or governance questions to the appropriate decision-maker

Supervisory Responsibilities

• This position does not have direct supervisory responsibility.
• May provide project coordination, task follow-up, and administrative direction related to approved enterprise systems initiatives.
• Does not supervise or supersede the Manager, Enterprise Applications or staff assigned within the Enterprise Applications function

PHYSICAL REQUIREMENTS

• Ability to operate a computer, keyboard, and other standard office equipment.
• Ability to communicate effectively with staff, community members, and other
• stakeholders in person, virtually, and by telephone.
• Ability to move office supplies, event materials, or equipment weighing up to ten pounds.

POSITION CONTEXT

As CSAAC’s reliance on enterprise systems continues to expand, the volume and complexity of technology initiatives require increasingly structured project coordination and governance support.

The Enterprise Systems Project Coordinator provides dedicated capacity to support project intake, discovery, planning, documentation, implementation coordination, and portfolio visibility across enterprise systems initiatives. This role complements the Manager, Enterprise Applications, who remains responsible for operational management of CSAAC’s enterprise application platform, while providing the Director, Enterprise Digital Strategy with dedicated project coordination capacity across the broader enterprise systems portfolio.

The position is intended to strengthen project execution, governance consistency, organizational visibility, and follow-through while maintaining clear separation between strategic governance, project coordination, platform operations, and technical development.

POSITION SPECIFICATIONS

Department: Office of Business & Information Systems (OBIS)

Reports to: Director, Enterprise Digital Strategy

FLSA Status: Exempt