Program Coordinator

Job Description Program Coordinator

Location: Miami FL (OnSite)

Duration: 12 Months

POSITION SUMMARY:

The function of the Program Coordinator is to provide administrative support to the Project Manager/Asst. Project Manager with the management of the digital and information systems implementation. Consults with internal clients in various departments (shoreside and shipboard) to gather organize and present information in forms such as spreadsheets charts graphs and other visual multilevel presentations (usually in MS PowerPoint format) predominately for an executive level audience.

The Program Coordinator will also support the scheduling of a activities across required by the project. The candidate will plan activities with the project management resources and work cross functionally to calendarize work sessions meetings and workshops.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Uses intermediate skills in MS suite of products to create and format basic spreadsheets reports letters and presentations while collecting and consolidating information from multiple sources.

Updates spreadsheets reports letters and/or presentations for future modifications or tracking purposes (i.e. costs personnel terms processes etc.)

Project coordination and support the development tracking/monitoring and reporting of several small to medium size presentations from inception to completion ensuring ontime delivery of requested outputs.

Projects assigned are typically top priority high profile and multidepartmental initiatives for the organization and thus require continuous communication and interaction with the Project Manager/Asst. Project Manager.

Consults with client to ascertain and define need or problem to obtain data required for solution.

Organizes and maintains all project schedules as related to executive meetings internal meetings and other important project meetings and events.

Coordinates the preparation of periodic meetings (i.e. reproduction of materials coordination of meeting location and personnel) and establishes the required technical environment for said meetings (i.e. projectors conference call connectivity etc.)

Takes meeting minutes and organizes into action items and deliverables. Periodic follow up with assigned action item owners to assess current status and follow through to closure.

Supports Project Manager/Asst. Project Manager in planning organization and control activities related to requests for proposals service agreements confidentiality contracts and other consultant agreements.

Will provide administrative support including creating reports correspondence spreadsheets & presentations compiling and typing statistical report coordinating special projects answering phones distributing mail filing processing invoices scheduling appointments greeting vendors and recording meeting minutes.

Supervises proper use of directory structure for shared electronic filing.

Performs other duties as required. This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to perform any other jobrelated duties assigned by their supervisor or management.

FINANCIAL RESPONSIBILITIES

Supports creation and management of small size project budgets with oversight by Managers for projects under their supervision.

Solid understanding of accounting rules for expense and capital activities.

QUALIFICATIONS:

To perform this job successfully an individual must be able to perform each essential duty satisfactorily with little to no guidance. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

A Bachelors degree in Business or similar field preferred. Cruise industry experience is desired but not required. Minimum of Associates degree from an accredited college or university. Experience: 25 years within a large corporation or consulting firm with 13 years in an office administration environment is required. Equivalent combinations of education and experience may be considered.

KNOWLEDGE AND SKILLS:

• Solid written and verbal communication skills a must. Clear and precise communication at all levels of the organization essential.
• Knowledge of effective communication for providing customer and personal service to internal and external groups such as vendors Corporate Finance Brand Finance Acounting Treasury Global Supply Chain Information Technology Human Resources etc.
• Excellent interpersonal skills strength in communicating in a multicultural environment with all levels of employees and management.
• Excellent administrative organizational and presentation skills.
• Ability to multitask in a fastpaced environment.
• Ability to define problems collect data establish facts and draw valid conclusions.
• Ability to read analyze and interpret contracts procedures financial reports legal documents and government regulations.
• Ability to give and receive instructions in written and verbal forms and to effectively present information and respond to questions from management coworkers vendors shoreside and shipboard employees.
• Software: Proficiency in MS Word Excel PowerPoint Visio and Project required. Familiarity with email and internet applications.

PHYSICAL DEMANDS:

The physical demands described here are representative of those requirements employees must meet to perform the essential functions of this job with or without reasonable accommodations. The employee is regularly required to sit stand write review and type reports compile data and operate a pc. The employee communicates listens compares variables and assesses information. Specific vision abilities required by this job include close vision and color vision. The employee regularly moves about the office complex and may climb descend lift or move 10 pounds.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job with or without reasonable accommodations. The environment includes office location and/or moving inside/outside the office. A high noise level is possible if visiting shipboard dry dock newbuilding or offsite locations. Personal protective equipment will be provided as needed in these situations.