IT Coordinator

Project and SDI Team Coordination

• Maintain and organize project and strategic initiative tracking information, including project ownership, status, milestones, key dates, dependencies, and supporting documentation.
• Proactively collect project updates from SDI team members and other stakeholders, follow up on missing or incomplete information, and help ensure project records remain accurate and current.
• Coordinate the preparation of SDI team meetings, including agendas, status updates, supporting materials, meeting notes, decisions, and follow-up action items.
• Maintain organized records of project decisions, outstanding actions, blockers, and dependencies; monitor open items and follow up with responsible individuals to support timely resolution.
• Support the Strategic Initiative Brief (SIB) intake process by organizing submissions, tracking review and approval status, and maintaining related documentation.
• Assist in preparing project portfolio summaries, status reports, and presentation materials for IT leadership and executive management reviews.

IT Leadership and Team Support

• Provide administrative and coordination support to the VP of IT and other IT leaders, helping organize priorities, activities, information, and outstanding commitments.
• Coordinate meetings and team activities, including scheduling, agendas, preparation of materials, meeting notes, action items, and follow-up communications.
• Collect and organize updates from IT leaders and team members, preparing clear and consistent summaries, reports, and presentation materials that provide visibility into activities, priorities, and outstanding issues.
• Maintain and follow up on leadership and team action items, proactively requesting updates, identifying overdue commitments, and escalating unresolved matters when appropriate.
• Assist with coordination and administrative needs across SDI, Applications/Engineering, and IT Operations, managing routine requests independently within established priorities.
• Support onboarding and organizational transitions by coordinating meetings, organizing reference materials, and maintaining accessible information for new IT leaders and team members.

Documentation, Knowledge and Continuity

• Organize and maintain IT department information and documentation within SharePoint, Microsoft Teams, and other approved collaboration platforms, ensuring materials are structured, accessible, and easy to locate.
• Help establish and maintain consistent organizational practices for shared documents, project materials, knowledge repositories, naming conventions, and related information, in collaboration with appropriate IT and SDI team members.
• Coordinate periodic reviews and updates of IT documentation and application knowledge materials, working with subject matter experts to identify outdated, incomplete, or missing information.
• Maintain organized records of key meetings, decisions, responsibilities, project history, and other information that supports knowledge sharing and organizational continuity.
• Assist with developing and maintaining onboarding and reference materials for IT leaders and team members, helping preserve institutional knowledge and support effective transitions.

Continuous Improvement

• Identify opportunities to improve the organization, consistency, and efficiency of recurring administrative, coordination, and reporting activities.
• Recommend and implement practical improvements to project trackers, documentation structures, meeting processes, templates, and other coordination tools.
• Explore and apply approved Microsoft 365 tools, automation capabilities, and other technologies to streamline routine activities and reduce manual effort.
• Seek feedback from IT leadership and team members, continuously developing skills and adapting coordination practices to support evolving departmental needs.