£17.09 per hour + £2.06 holiday pay
Advertising End Date
27 Mar 2025

Role & Department Overview

Information Systems Services (ISS) is a dynamic, friendly and supportive department, who are looking to appoint an enthusiastic and proactive person to join the Project and Portfolio Team within our Customer, Strategy and Governance section.

We are seeking an experienced part-time Project Coordinator to support and coordinate engagement as part of an Identity and Access Management (IAM) initiative, aligned with a broader digital transformation programme. This role will involve managing engagement with key stakeholders, tracking dependencies across multiple strategic initiatives, and ensuring timely delivery of project milestones.

Key Responsibilities:

  • Stakeholder Coordination:
    • Facilitate engagement with key stakeholders, including the Head of IT Security, Head of Design, and Head of Build.
    • Identify and onboard Design Group members to provide input before project kick-off.
    • Ensure availability and active participation of stakeholders
  • Project Oversight and Documentation:
    • Collaborate with ISS Solution Architecture to align with the university’s technology ecosystem and governance requirements.
    • Manage access to relevant documentation, including process, technical, asset data, policies, standards, and controls.
    • Monitor and track sign-offs for key deliverables, following a 3-2-1 review cycle
  • Dependency Management:
    • Identify and assess interdependencies between the IAM initiative and the other 16 strategic initiatives in the university’s digital transformation programme.
    • Communicate and document technical and process-level dependencies effectively.
  • Project Timeline:
    • Ensure project timelines 
This part-time role is for 3 days per week based on the Bailrigg Campus, Lancaster University. Applicants are asked to include an up-to date CV and covering letter ensuring to include details of relevant experience and confirming what skills they can bring to the role. Please include contact details of 2 recent references. This role is immediately available. 
 
Applicants should demonstrate some of the following key skills :-
Strong communication skills, Active listening. Organisational and Team collaboration, Leadership, Time Management.

The University strives to be diverse and inclusive, a place where we can all be ourselves. We offer family friendly, flexible working arrangements, with forums and inclusive facilities to support our staff. We promote equality of opportunity and diversity within the workplace and welcome applications from all sections of the community.

 
Preferred start date: 31th of March 2025
 
Expected end date: 23rd of June 2025
 
Interview date: 28th of March 2025
 
Weekly hours: 21 hours per week
 
Location: On the Lancaster University campus

Job Description

The Role

The Project Management Coordinator works closely with Programme Managers, Project Managers and the ISS Leadership Team to provide guidance and coordination on the management and reporting activities of IT projects and related ‘managed’ work across the University. The post is pivotal to the operations of ISS, providing support for project managers, the ISS Leadership Team, and the university governance functions of IT projects.
 
Major Duties:

1. Project Management
 
  • Ownership of IT Project Portfolio: To liaise with project managers and be responsible for the co-ordination and submission of project information to various interested parties, including the ISS Leadership Team, the Digital Strategy Advisory Group, Digital Services Programme Board and UMAG. To maintain the IT Project Portfolio and related information resources.
  • Project Management Guidance – To provide advice and help to staff delivering projects, e.g. the use of templates and the completion of the project portfolio reporting. To maintain related templates and guidance, acting as the main contact for queries for all managers and project managers
  • Project Assurance – To ensure project management assurance processes are adhered to, including reporting on completion of key documents.
  • Project Approvals – To support the project approvals process aligning this with management of the Digital Capital Plan. To work with the Director of ISS to provide guidance to project managers.
  • Project Archive – To archive documents from closed projects into the project archive folder. 
  • Project Management Community of Practice – To act as secretary of the PMCOP, including helping to set the agenda, booking meetings, taking minutes and following up on actions.
  •  As appropriate, to manage as directed ISS projects to quality standards. This includes development of project documentation, allocation of resource, development of work packages, scheduling of project activities and ensuring key milestones are achieved.
  • To develop and enhance administrative systems supporting the IT Project Portfolio
2. Planning and Process Support

  • To work with the Director of ISS, Leadership Team and IT Services Managers for the approval and oversight of ‘managed’ work via the ISS Digital Kanban.
  • To coordinate the ongoing development of ISS Section plans
  • To support the Director of ISS in the ISS submission to the University Annual Planning process
3. IT Governance
 
  •  To act as secretary of the Digital Strategy Advisory Group (DSAG), including booking meetings, preparing and circulating meeting papers, taking minutes on behalf of the Chair and following up outstanding actions.
  • To ensure that papers presented to DSAG use the correct templates.
  • To manage the approvals and budget creation processes to ensure the timely sign-off of approvals and budget creation.
  • To update the project portfolio to reflect approvals.
  • To maintain an archive of IT Governance papers, minutes and approvals.
4. Other Duties
 
  •  Depending on available capacity, the post holder may provide support to projects or programmes on specific tasks.
  • To undertake any necessary training and development.
  • To undertake any other duties appropriate to the grade of the post as required by the CIO of Information Systems Services or nominated representative

Person Specification

The successful candidates should be able to demonstrate the following:
 
Essential
 
  • Relevant qualification/certification in IT Project Management or relevant experience
  • Experience coordinating or working on IT projects, programmes, or portfolios
  • Excellent written skills, demonstrating a high level of accuracy and attention to detail
  • Ability to work and communicate effectively with a wide variety of stakeholders at all levels of seniority and technical ability
  • Positive ‘can do’ attitude, self-motivating with the ability to solve problems and work under own initiative
  • Previous experience of minute-taking and servicing complex meetings and committees, able to summarise complex discussions
  • An ambitious and hardworking individual, with an appetite for personal and professional development
 
Desirable
 
  • University degree 
  • Knowledge of IT Programme Management to manage a portfolio of projects
  • Experience working within Higher Education, with an understanding of the issues affecting HE
  • Experience of financial/budget monitoring and planning
 
 
 
 
 
 
 
You are required to submit a cover letter to support your application. Applications without a cover letter will not be considered.

Please note: Unless specified otherwise in the advert wording, this role is only open to individuals living in the UK.

Under the terms of this work, we endeavour to provide the advertised number of hours however, hours are not guaranteed and that work may cease if there is a fall in demand. 

Adverts that display a closing date should be treated as a guide. We reserve the right to close the vacancy once we have received sufficient applications, so we advise you to submit your application as early as possible to prevent disappointment.
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Help and advice on making applications can be found on the Lancaster University Careers pages. Visit www.lancaster.ac.uk/careers.

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