Andrea Hedrick

As the Project Coordinator, I provide support in the execution and management of departmental projects. I was in charged of many tasks, including procurement, payment processing, customer service, vendor relations, and serving as the tech coordinator for the department. I also assist in scheduling meetings, tracking project progress, and staying up to date with institutional news to ensure smooth project execution and communication across teams.

Key Responsibilities:

• Project Coordination
• Support the planning, execution, and tracking of various department projects, ensuring they are completed on time, within budget, and to the required quality standards.
• Manage and coordinate projects involving simple updates or modifications to existing projects, ensuring timely completion of quick, straightforward requests with minimal complexity.
• Coordinate and maintain project timelines, milestones, and deliverables, ensuring all team members and stakeholders are aligned.
• Regularly run project reports to track progress, identify potential delays or risks, ensuring proactive problem-solving and communication.
• Administer the project management system (Wrike) for the department, including distributing licenses, providing user support, and ensuring smooth system operations for all team members.
• Procurement & Payment Processing
• Coordinate the procurement process, including identifying vendors, obtaining quotes, and processing purchase orders in accordance with university policies.
• Assist with the preparation and processing of payment requests, invoices, and financial documents to ensure timely and accurate payment to vendors and contractors.
• Provide Ariba support to the department including ordering, processing, and invoicing to the department and as needed by requested projects.
• Track budget expenditures and assist in reconciling department accounts, ensuring proper documentation and compliance with institutional financial guidelines.
• Administrative Reporting & Support
• Provide administrative support to department leadership and staff, including data entry, filing, archiving and maintaining project documentation.
• Assist in preparing allocation hour reports and other materials required for Business Office reporting and marketing allocations.
• Ensure that all documentation related to projects, payments, and procurement is accurately filed and easily accessible.
• Stay up to date on news and updates from and about the division to ensure projects align with university priorities and initiatives. Regular review of identified news outlets.
• Regularly communicate key information about division news, deadlines, and updates to the marketing team and Student Life colleagues, ensuring the department is informed and aligned.
• Customer Service & Vendor Relations
• Serve as a primary point of contact for internal and external stakeholders, providing excellent customer service and addressing inquiries related to projects, procurement, and payment processes.
• Maintain positive relationships with vendors, contractors, and service providers, ensuring that agreements and deliverables are met in a timely manner.
• Assist in resolving issues with vendors, ensuring smooth project delivery.
• Tech Coordinator
• Act as the department's primary tech coordinator, ensuring that all necessary software, hardware, and technological resources are available and functional for project execution.
• Troubleshoot technical issues and coordinate with IT support to resolve problems, ensuring minimal disruption to project execution.
• Assist in setting up and maintaining virtual meeting platforms and technology needs for department meetings, presentations, and events.
• Scheduling & Meeting Coordination
• Manage scheduling for department meetings, ensuring all stakeholders are informed and have the necessary materials and resources.
• Coordinate logistics for meetings, events, or training sessions, including booking venues, ordering supplies, and ensuring smooth operational flow.
• Prepare meeting agendas, take meeting minutes, and track action items to ensure follow-through on project tasks.
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Skills:

• Excellent communication skills, both written and verbal, with the ability to interact professionally with diverse stakeholders.
• Strong proficiency in Microsoft Office Suite (Word, Excel, Teams, Outlook) and other common office software.
• Familiarity with project management tools
• Ability to troubleshoot basic technical issues and coordinate with IT support when necessary.
• Strong attention to detail and problem-solving abilities, with a proactive approach to managing tasks.
• Ability to handle confidential information and manage sensitive issues professionally.