Phone/Skype Hire. Onsite from day 1
Location: Brooklyn, NY
Duration: 12- 24+ months (High Possibility of Further Extensions 35 hrs/week)
The Planner serves as a critical support function within the project management organization, providing comprehensive scheduling using Microsoft Project, analytical, and administrative support to ensure successful project execution. This role combines strategic planning capabilities with detailed execution support, focusing on schedule optimization, data analysis, document management, and project coordination. The successful candidate will work closely with project managers and cross-functional teams to maintain project momentum and deliver exceptional organizational outcomes.
Responsibilities
Scheduling
Develop, maintain, and optimize comprehensive project schedules using industry-standard scheduling software and Public Safety Programs processes
Coordinate resource allocation across multiple concurrent projects and initiatives
Monitor schedule performance and identify potential conflicts, delays, or optimization opportunities
Prepare schedule reports, critical path analyses, program milestones, 30-day lookahead, and timeline impact assessments
Facilitate scheduling meetings and coordinate timeline dependencies between project teams
Assist Project Managers on calendar management for project milestones, deliverables, and stakeholder meetings
Project Planning & Strategy
Determine and define project approach, resource requirements, and team roles/responsibilities
Develop project charter, scope statements, and project deliverables
Create and manage project and communication plans
Develop estimates and assumptions for schedule, effort, and cost using established models
Build, maintain, and organize the project schedule
Coordinate site visits when required so that all information and requirements can be discussed and aligned
Assistant Project Management
Provide direct support to project managers in planning, executing, and monitoring project activities
Track project deliverables, milestones, and performance metrics against established baselines
Coordinate cross-functional team activities and facilitate communication between project stakeholders
Assist in project risk identification, documentation, and mitigation planning
Assist with preparing project status reports, presentations, and executive briefings
Analytical Support
Conduct data analysis to support project decision-making and performance optimization
Develop and maintain project dashboards, metrics, and key performance indicators within the Program unit software tools
Perform trend analysis on project schedules
Create analytical reports and visualizations to communicate project insights
Identify patterns and opportunities for process improvement across projects
Assist in forecasting and capacity planning activities
Document Management
Assist with establishing and maintaining comprehensive document management systems for project files
Ensure document version control, access permissions, and retention compliance
Coordinate document review cycles, approval processes, auditing, etc.
Maintain project repositories, templates, and standardized documentation
Support regulatory compliance through proper documentation and record-keeping
Manage document distribution and stakeholder communication
Create and update process documentation and standard operating procedures
Administrative Support
Support PMO functions including change requests, scheduling, and reporting
Ensure project artifacts are stored correctly throughout the project life cycle
Skills Needed
A baccalaureate degree from an accredited college
Minimum 4 years of experience working on medium to large scale projects
At least 4 years of experience in Project Management services
Advanced training and experience working in Microsoft Project
Strong analytical and problem-solving skills with attention to detail
Excellent written and verbal communication abilities
Proven ability to manage multiple priorities and deadlines simultaneously
Understanding of project management principles and best practices
Experience with process improvement and organizational development
Document management system experience on SharePoint
Focal point of contact for project management, financial, administrative, and technical issues
Proficient in MS Word, MS PowerPoint, MS Project, MS Visio
Project Management experience including project planning, scheduling with significant project dependencies
PMP Certification.
Project Management experience managing third party service providers.
Background in data analytics, business intelligence, or process improvement.
SharePoint development
Experience working with Smartsheet
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