IT Project Assistant Manager

The IT Project Assistant Manager assists in overseeing and leading IT projects, ensuring alignment with strategic goals. This position also assists in managing resources, timelines, and stakeholder communication to ensure successful project completion within budget and scope.

• Assists in leading project planning, including defining scope, timelines, and resource needs.
• Coordinates and assists in leading meetings, updating stakeholders on progress and addressing any risks.
• Maintains an electronic project database, enters and retrieves information, and writes queries to produce special reports.
• Prepares detailed project documentation, including status reports, timelines, and project plans.
• Assists in managing project deliverables, tracking milestones, deadlines, and ensuring adherence to timelines.
• Assists with resource management to identify resources (human, financial, technical) and ensure availability and proper allocation.
• Coordinates with external vendors, contractors, or consultants, ensuring they meet project deadlines and requirements.

• Performs all other duties as assigned.

Direct Reports:

• None

Delegation of Work:

• N/A

Supervision Given:

• N/A

Required Education:

• Bachelor's degree

Required Experience:

• Minimum of two (2) years of related job experience

License/Certification:

• None Required

• Experience in managing projects within the Information Technology field
• Advanced knowledge of relevant systems, e.g., PeopleSoft, Smartsheet
• Experience with budgeting and resource management

Knowledge:

• Knowledge of IT project workflows and project management processes

Skills:

• Strong leadership and organizational skills
• Proficiency in project management software
• Excellent interpersonal and communication skills
• Excellent problem-solving skills

Abilities:

• Ability to coordinate projects
• Ability to work independently
• Ability to effectively communicate with a wide range of individuals and constituencies in a diverse community

Primary Work Location:

• Works in an office environment

Physical Demands:

• Work is performed in a typical, comfortable interior work environment which does not subject the employee to any unpleasant elements
• Individual has discretion in relation to walking, standing etc., and has minimal exposure to physical risks.

Commitment to Excellence - UHD

• Demonstrates a commitment to competently perform his/her job duties and responsibilities within established time frames.
• Continuously strives to improve work performance.
• Accepts responsibility for his/her commitments to the university.
• Contributes to the success of the university by consistently providing quality results in the performance of his/her job duties and responsibilities.

Integrity

• Demonstrates high ethical standards of conduct in the performance of his/her job duties and responsibilities.
• Accepts responsibility for his/her actions.
• Respects and complies with department and university policies, procedures, and work rules.

Respect and Cooperation

• Treats others with courtesy, respect, and dignity in the workplace.
• Promotes cooperation through open and honest communications and consideration of others ideas, thoughts, and opinions.

Dependability

• Takes responsibility to accomplish job assignments within reasonable deadlines.
• Willing to accept new projects and/or commitments.
• Does due diligence to complete projects within specified timeframes and/or fulfill commitments.
• Arrives to work on time prepared and ready to contribute.

Proficiency

• Possesses required job skills and knowledge.
• Demonstrates the ability to apply those skills and knowledge to competently perform his/her job duties and assignments.

Flexibility

• Willingly adjusts to changing work assignments or conditions.
• Open to changes in operational procedures, technology, and/or organizational structure.
• Views changes as opportunities for learning and professional development.
• Displays a positive attitude to encourage others.
• Promptly responds to changes in work priorities and/or unexpected circumstances or situations.

Focus on Customer Service

• Focuses on customer's needs and expectations. (Customers can be students, external constituents, employees, or university guests.)
• Respectfully ascertains customer's needs and determines appropriate response.
• Promptly responds by providing requested information, takes appropriate action, or refers customer to appropriate individual or department.
• If further actions need to be taken, advises customers of realistic timeframes for a response to their request.
• Follows up with customers on outstanding requests in a timely manner.
• Tactfully explains to customers why their needs and/or expectations cannot be met if the university does not provide the requested information or services.

Project Management

• Manages project stages from proposal to completion ensuring project objectives are met within project budget and projected time frames.
• Clearly defines roles and responsibilities of project team; ascertains and secures necessary resources; and monitors project performance.
• Keeps management apprised of project status.

Student Success Indirect Support

• Contributes to student success by assisting students with anything that supports their student experience, whether directly or indirectly.
• Helps students navigate their way through the different offices, programs, and services at the university and/or connects students with the appropriate party(ies).
• Connects students with services or resources that can help them with career exploration, goal selection, and ongoing academic assistance.
• Helps students build peer support networks.
• Encourages student participation in out-of-class activities.
• Provides encouragement and guidance to foster student success.
• Treats students with respect
• Maintains the learning environment to ensure quality and/or sound pedagogy.

Problem Solving

• Formulates plans and strategies to proactively resolve anticipated problems.
• Prudently responds to unforeseen problems through careful consideration and analysis of problem and relevant information and circumstances.
• Recognizes and apprises appropriate university administrator when resolution requires senior management input and/or approval.

Writing Proficiency

• Demonstrates the ability to express information clearly and concisely in writing.
• Formulates and writes information to effectively communicate messages, ideas, and/or concepts for the intended recipient or audience.
• Uses appropriate words and tone, and correct grammar.

Computer/Automated System Proficiency

• Proficient in using university applications or automated systems to perform job duties.
• Complies with related policies, procedures, and work rules to maintain system security and data integrity.