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Key Responsibilities and Required Skills for Graduate Project Coordinator

💰 $55,000 - $70,000

Project ManagementBusiness OperationsEntry-Level

🎯 Role Definition

The Graduate Project Coordinator is a foundational role within the project management office (PMO) or a specific project team. This individual acts as the right hand to Project Managers and Program Managers, providing crucial support in the planning, execution, monitoring, and closing of projects. They are the central point for coordination, communication, and documentation, ensuring that all team members are aligned and that project activities are progressing according to plan. This position offers a unique, hands-on opportunity to learn the intricacies of project delivery methodologies, stakeholder engagement, and risk management in a real-world business environment.

📈 Career Progression

Typical Career Path

Entry Point From:

  • University Graduate (Business, STEM, etc.)
  • Project Administrator
  • Team Coordinator

Advancement To:

  • Project Manager
  • Junior Project Manager
  • Program Coordinator
  • Scrum Master

Lateral Moves:

  • Business Analyst
  • PMO Analyst
  • Change Coordinator

Core Responsibilities

Primary Functions

  • Assist in the development and maintenance of comprehensive project documentation, including project charters, scope statements, and detailed project plans.
  • Diligently track and monitor project progress against established timelines, milestones, and budgets, using tools like Gantt charts and spreadsheets.
  • Facilitate effective communication across project teams by organizing, attending, and participating in stakeholder meetings and daily stand-ups.
  • Prepare and distribute clear, concise meeting agendas, detailed meeting minutes, and action item summaries to ensure all participants are aligned.
  • Act as a central point of contact for project-related inquiries, effectively triaging requests and disseminating information to relevant team members.
  • Support the Project Manager in identifying, documenting, and tracking project risks, issues, assumptions, and dependencies using a RAID log.
  • Help prepare and deliver regular status reports, dashboards, and presentations for various audiences, from the core project team to senior leadership.
  • Coordinate the allocation and management of project resources, including personnel, equipment, and materials, to ensure optimal utilization.
  • Maintain and organize the central project repository (e.g., on SharePoint, Confluence, or a shared drive), ensuring all documentation is current and accessible.
  • Support the project change control process by documenting change requests, assessing their initial impact, and tracking them through to resolution.
  • Liaise with internal departments (e.g., Finance, IT, HR) to ensure project activities are aligned with organizational processes and requirements.
  • Assist with budget management activities, including tracking project expenditures, processing invoices, and flagging potential budget overruns to the Project Manager.
  • Provide administrative and logistical support for project-related workshops, training sessions, and team-building events.
  • Ensure project deliverables adhere to established quality standards and meet the expectations outlined in the project scope.
  • Gather and consolidate necessary data from various sources to support project analysis and decision-making processes.
  • Aid in the project closure process by compiling lessons learned, archiving project documents, and ensuring all final deliverables are handed over.
  • Manage calendars and schedule complex meetings across different time zones for project teams and key stakeholders.
  • Onboard new team members to the project by providing them with essential documentation, access to tools, and an overview of project goals.
  • Monitor project task dependencies and the critical path to proactively identify potential delays and escalate them for mitigation.
  • Support vendor and third-party contractor coordination, including tracking deliverables and ensuring adherence to contractual agreements.
  • Champion the use of project management best practices and tools within the team, encouraging consistency and efficiency.

Secondary Functions

  • Support ad-hoc data requests and exploratory data analysis for project insights.
  • Contribute to the continuous improvement of the team's or PMO's project management processes and templates.
  • Collaborate with business units to translate their needs into clear project tasks and requirements.
  • Participate in sprint planning, retrospectives, and other agile ceremonies to understand and support the development lifecycle.
  • Research new project management tools and methodologies that could benefit the organization.

Required Skills & Competencies

Hard Skills (Technical)

  • Proficiency in the Microsoft Office Suite, particularly Excel (for tracking, pivot tables), PowerPoint (for presentations), and Word.
  • Familiarity with project management software such as MS Project, Jira, Asana, Trello, or similar platforms.
  • Foundational understanding of core project management principles and methodologies (e.g., Waterfall, Agile, Scrum).
  • Basic knowledge of budget tracking and financial reporting principles.
  • Ability to create and maintain core project documentation, including plans, status reports, and RAID logs.

Soft Skills

  • Exceptional organizational and time-management skills, with a proven ability to manage multiple tasks and priorities simultaneously.
  • Strong written and verbal communication skills, capable of conveying information clearly and professionally to diverse audiences.
  • Meticulous attention to detail, ensuring accuracy in all documentation, reports, and communications.
  • A proactive and resourceful problem-solving attitude, with an eagerness to take initiative and find solutions.
  • Excellent interpersonal and teamwork skills, with the ability to build positive working relationships with colleagues and stakeholders.
  • Adaptability and resilience, with the capacity to thrive in a fast-paced and evolving project environment.

Education & Experience

Educational Background

Minimum Education:

  • Bachelor's Degree

Preferred Education:

  • Bachelor's Degree in a relevant field; a minor or coursework in project management is a plus. Certifications like CAPM are beneficial.

Relevant Fields of Study:

  • Business Administration, Project Management
  • Management Information Systems, Communications, Engineering

Experience Requirements

Typical Experience Range:

  • 0-2 years of professional experience. Internship, co-op, or significant academic project experience is highly valued.

Preferred:

  • Prior experience in a coordination or administrative role is beneficial but not required. A demonstrated passion for organization and seeing tasks through to completion is key.
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