Job Details

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 detailedexecution 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.

SCOPE OF SERVICES

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

MANDATORY SKILLS/EXPERIENCE
• baccalaureate degree from an accredited college

• Minimum 4 years of experience working on medium to large scale projects

• t least 4 years of experience in Project Management services

• dvanced 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
DESIRABLE SKILLS/EXPERIENCE
• 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