Project Coordinator

GENERAL PURPOSE OF THE JOB:

The Project Coordinator partners with internal and external stakeholders to facilitate the timely and accurate delivery of Marketing projects. This role is responsible for gathering project requirements, designing project workflows, prioritizing projects and planning resources. Concurrently, this person will identify, communicate and track how their team’s work could impact the Enterprise, in areas including other collateral, our digital presence, customer service, sales, marketing, programming, supply, and other departments. The Project Coordinator will thrive when organizing and planning the execution of large initiatives or programs such as campaigns, promotions, events, product and form rollouts, and regulatory changes.

**Position sits in West Des Moines and will work an onsite hybrid schedule**

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Primary Role:
  • Collaborates with managers, stakeholders, reviewers and contributors to gather and review program and project requirements and to record project details and establish timelines using the project workflow system, Workfront.
  • Identifies gaps affecting successful completion of a project and reaches out to stakeholders for missing details.
  • Administers the project workflow system in the areas of user onboarding and training, reporting, and creating and updating project templates to ensure continuity. Troubleshoot system errors when needed.
  • Ensures accurate reporting and analytics for all active and inactive projects and collateral.
  • Identifies areas in the workflow program and within individual projects that require re-alignment and reassignment as needed. This person will consider streamlining processes on a consistent basis.
  • Champions the recordkeeping and maintenance of all project and collateral details. This is paramount to ensuring that Enterprise regulatory policies are followed, that up-to-date information and collateral are made available across multiple platforms, in multiple formats and are distributed to the correct audiences.
  • Tailors individual projects as needed depending on creation, review and distribution parameters.
  • Identifies and communicates project risk when discovered.
  • Works with stakeholders and team members to prioritize projects and adjusts prioritization when necessary.
  • Monitors projects and programs throughout the project lifecycle and communicates progress through the appropriate channels, including reporting.
  • Identifies and coordinates the on-time delivery of multiple projects for large rollouts related to product launches, regulatory changes, campaigns and other company initiatives.
  • Partners with Legal, Compliance, Actuary, Accounting and Finance when needed to review and approve collateral requiring that expertise.
  • Acts as the gatekeeper for understanding and facilitating the enterprise’s legal and compliance policies and procedures related to compliance review, versioning, document approvals and retention. Performs project audits to assure procedures are consistently being followed and verifies project approval data is captured accurately.
  • Maintains continuity in project and collateral naming conventions across all platforms for ease of identification and use for internal and external audiences.
  • Maintains the team’s document repository and/or file storage. This includes identifying file formats, distribution channels and audiences.
  • Identifies areas to improve efficiencies and recommends solutions. Proactively partners with others to create and/or share best practices or solutions when appropriate.
  • Documents and updates procedures when needed.
  • Prepares and automates reports in Workfront and Excel.
  • Responds to email and Workfront requests in a timely manner.
• Other Responsibilities may include:
  • Creating alternative file formats for stakeholders, including fillable PDFs using Adobe Acrobat.
  • Researching forms and database files.
  • Creating data extensions in Salesforce and sending emails through Marketing Cloud.
  • Works with Supply and other teams to ensure forms and materials are current and available.
  • Identification and ordering of promotional items. Monitor inventory of company store and report on usage, inventory and expenses.
  • Gather and maintain current printing quotes.
  • Logistical planning for printing, mailing or other distribution of the final product.
  • Expense tracking and invoice approvals.
  • Performs other duties as assigned.

SUPERVISORY RESPONSIBILITIES:

None required for this position.

EDUCATION AND/OR EXPERIENCE:

Bachelor’s Degree with at least two (2) years related experience or an Associate’s degree (A.A.) and four (4) or more years of related experience; and/or training in insurance, marketing, communications, financial services, legal, graphic design, printing or an area of similar background.

CERTIFICATES, LICENSES, PROFESSIONAL DESIGNATIONS:

None required for this position, but certification in a project workflow system like Workfront would be a plus.

KNOWLEDGE, SKILLS AND ABILITIES:

• Ability to prioritize and work on multiple projects simultaneously in a fast-paced and collaborative environment. Time-management skills are essential, as well as the ability to balance independent work and collaborative work.
• Ability to successfully handle pressure and meet deadlines.
• Strong oral and written communication skills. Ability to forge relationships and gain buy-in and trust is essential. Needs to be able to consistently work cooperatively and successfully with employees, customers, and other outside third parties. Strong customer service and interpersonal skills.
• Ability to effectively present information and respond to questions from groups.
• Exemplary organizational skills and strong attention to detail.
• Basic project management capabilities. Understanding Kanban, Agile and Waterfall methodologies is a plus.
• Ability to research and effectively solve problems.
• Proficient in Microsoft Office applications, primarily Outlook, Word and Excel, Adobe Acrobat and project management systems such as Workfront. Ability to learn and utilize other applications / new technology. Has a technical aptitude. Experience with design programs and design elements is not required, but would be plus.
• Proofreading skills are a plus.
• Ability to create and sort Excel spreadsheets for reporting purposes. Intermediate skill level in Excel is not required, but would be plus.
• Ability to be motivated. Takes initiative, while maintaining a One Team approach.
• Ability to read, analyze, and interpret general business periodicals, and technical procedures.
• No travel is required in this position.

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