Project Coordinator

The NWESD aspires to be a racially and culturally inclusive staff that reflects the diversity of those we serve. We believe this strengthens our organization, stimulates creativity, promotes the exchange of ideas, and enriches staff engagement.

Summary:
The Project Coordinator is pivotal to the successful implementations of Skyward Qmlativ across our Cooperative membership. This role encompasses daily project management, effective communications, coordination, meeting facilitation and overall leadership of software migration projects. The Project Coordinator is expected to demonstrate strong communication skills, exceptional organizational abilities, and adept relationship-building skills. Flexibility and initiative are crucial for organizing and operationalizing this newly developed role. This position may also extend support to other strategic non-migration projects.

Essential Functions:
Duties listed are intended to provide a summary of the major duties and responsibilities of this position. Incumbent(s) may not perform all duties listed and may be required to perform additional duties not listed, but within the general scope of the position.

Project Management and Coordination
• Manage up to 20 software migration projects in various stages of completion.
• Coordinate with clients, internal teams, and cross-agency members to ensure consistency in processes, communications, and project progress.
• Lead project teams by assigning responsibilities, monitoring progress, planning, and implementing strategies for timely deliverables.
• Plan, schedule, and lead meetings.
• Coordinate and communicate handoffs of information, tasks, and projects to district project management and internal agency support teams.
• Provide project support and guidance via cohorts of multiple districts.
• Coordinate the software migration Go Live Plan.
• Provide pre and post Go Live project support.
• Manage project implementation materials including procedures, process flows, and client-facing documents.
• Track task performance against the implementation plan and communicate status.
• Define, document, and maintain a consistent implementation process across projects and teams.

Communications and Reporting
• Serve as the primary communications expert for conveying software migration project information to district, agency, and cross-agency leaders and stakeholders.
• Ensure accurate collection, understanding, and communication of key information throughout all software migration phases.
• Prepare status reports on implementation progress for stakeholders.
• Develop and maintain client relationships, evaluate satisfaction, and address any issues related to the software migration project.
• Foster effective working relationships with clients, departments, third-party vendors, and internal teams for assigned projects.

Risk Management and Process Improvement
• Effectively partner with change management teams as needed in support of stakeholders affected by software migration projects.
• Identify and address project barriers to software migration progress.
• Escalate urgent needs and customer concerns to relevant teams and leaders for assigned projects.
• Advise the Director and product teams on risks and barriers affecting the implementation timeline.
• Manage risks to enhance project effectiveness and efficiency.
• Identify and initiate process improvements that will mitigate software migration risks and improve client experience.

Tool and Data Management
• Oversee the deployment of the Migration Center and Professional Development Center.
• Manage district data preparation using Smart Sheet, Data Migration Tool, Training and Learning Accounts, and other relevant tools.
• Maintain and regularly assess task lists and toolkits to ensure timely task completion.

General Duties and Support
• Provide support to the NWRDC Director with project management, process improvement, and innovation for non-migration projects related to client support, financial, and operational goals.
• Conduct analysis and research to support the strategic vision and goals of assigned projects.

Required knowledge, skills, and abilities:
• Strong skills in planning, scheduling, and leading project meetings.
• Excellent written and verbal communication abilities.
• Ability to develop and maintain effective working relationships with clients, teams, and vendors.
• Strong interpersonal skills and ability to influence and support stakeholders through changes.
• Exceptional organization and attention to detail in managing project documentation and tasks.
• Strong analytical skills with a proactive approach to identifying and resolving project barriers.
• Ability to think creatively and effectively problem solve even while under pressure.
• Ability to initiate process improvements for better project outcomes.
• Ability to influence others to help manage resistance to change.
• Advanced proficiency in Microsoft Excel, Word, and project management software.
• Ability to quickly learn and understand concepts related to Qmlativ financial management and student information systems.
• Ability to adapt to manage new and evolving responsibilities within the project framework.
• Willingness to travel for meetings and on-site support as needed.
• Ability to identify risks and barriers to project success and implementing mitigation strategies.
• Ability to work independently using effective time management. Commitment to handling sensitive information with discretion and confidentiality.
• Ability to manage multiple projects, including coordinating and leading cross-functional teams.
• Familiarity with software migration processes and change management.
• Successful communication and relationship-building skills, especially in a client-facing capacity and with executive leadership.
• Ability to successfully lead process improvement and risk management initiatives.

Qualifications

Bachelor’s Degree in a relevant field such as Organizational Leadership, Project Management, Business Administration, Public Administration, Education, or Information Technology Management. Certification in Project Management preferred. Two years of experience in project coordination or management, preferably in software implementation. An equivalent combination of education and experience may be substituted which provides the skills, knowledge, and abilities to perform the essential functions of the position. WSP/FBI criminal history background clearance required. Valid Washington State driver’s license and proof of liability insurance required.

Employment Conditions and Benefits

8 hours per day, Monday – Friday, 260 days per year

This position description is pending Board approval.

Working Conditions/Physical Requirements:
Work is performed approximately seventy-five percent (75%) in an office environment and approximately twenty-five percent (25%) traveling to districts and affiliate agencies, as well as for workshops, committee representation, and conferences. Lifts and carries a maximum of forty (40) pounds. Adequate manual and finger dexterity, hearing, speech, and vision are necessary to perform the essential functions of this position.

Hazards: Potential hazards are present based on the fact that the position requires the incumbent to drive a significant amount. Hazards may include but are not limited to traveling alone, driving in inclement weather conditions, varied road conditions, rush hour traffic, etc.

The statements contained herein reflect general details as necessary to describe the essential functions of this position, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods, or otherwise to balance the workload. Changes to the position description may be made at the discretion of the employer.

It is the policy of the Northwest Educational Service District No. 189 to not discriminate against any person with regard to race, color, religion, sex, age, national origin, marital status, physical or mental disability, or citizenship or immigration status.