JOB SUMMARY

The Project Assistant will have key help roles, tasks and assignments that vary projects progress through their mandatory five Process Groups such as Initiating, Planning, Executing, Monitoring & Controlling and Closing of the Project.The Project Assistant will perform key administrative tasks to help all aspect of the various stages of projects enabling the projects to be documented (MSProject & e-team pages), communicated about, and helped effectively helping ensure the project can close successfully.

The Project Assistant has duties that help our project managers outside of typical assistant positions. As various reports are filed with the Project Managers office the project assistant will exclusively review the reports for timely submission and completeness and report their status to the Project Manager.

This Project Assistant will have the liberty to make some unbiased options i.e., on review of reports that were due by project team members, if any reports are missing, they can call to ask a Monitoring & Controlling report or request additional data be placed on the report.Also, the Project Assistant will know the various steps the Project Managers perform to move projects to completion and help the Project manager in updating the project plan timely/accurately in each of the five Process Groups mentioned above.

The Project Assistant will be entrusted with the specific standing responsibility of long-term projects that will contribute to the success of the project.You should have 1-2 years from being a fully-fledged project manager. The Informatics Project Assistant is accountable for providing project-focused clerical help for the five Project Process Groups such as Initiating, Planning, Executing, Monitoring & Controlling and Closing of projects for the Informatics Department. Accountable for appropriate project interaction with the Informatics Department, Project Manager and project team members consistent with Baylor values.

ESSENTIAL FUNCTIONS OF THE ROLE

• Maintains project records related to the various Process Groups within the project management scope (Project Process Groups; Initiating, Planning, Executing, Monitoring & controlling and closing) and update team page (SharePoint), enter project data points in MS Project and generate reports as needed to give current and accurate information to the informatics department and project team members, customers and other projects.
• Completes required project administrative tasks, including collecting project reports throughout all project Process Groups during the length of the project reviewing the reports for timely submission and completeness, setting up project kick off meetings with handouts needed, equipment sets and templates.
• More tasks may include capturing project updates, risks and concerns during weekly project meetings, setting up lesson learned meetings, and confirming attendance of invitees as required to ensure project departmental meetings can accomplish weekly requirements.
• Interacts with project team members and colleagues in person and by phone to give accurate and timely information, refer questions and give service that helps project initiatives moving forward.
• Using Microsoft Project and Microsoft Office to prepare and update documents, presentations and other reports so that department project reports, communications and correspondence are representative of the professionalism and quality of Informatics.
• Prepares and maintains project electronic documents and records to maintain accurate records of project vital statics as related to each Process Group within the structure of a project.
• Coordinates project calendars, project meetings, project team page and functions to maximize efficient use of time and resources.

KEY SUCCESS FACTORS

• Experience in Project Management Environment required.
• Experience in Excel

BENEFITS

Our competitive benefits package includes the following

• Immediate eligibility for health and welfare benefits
• 401(k) savings plan with dollar-for-dollar match up to 5%
• Tuition Reimbursement
• PTO accrual beginning Day 1

Note: Benefits may vary based on position type and/or level

QUALIFICATIONS

• EDUCATION - Bachelor's or 4 years of work experience above the minimum qualification
• EXPERIENCE - 3 Years of Experience