Sr. Production Coordinator

Location US-MD-Baltimore
Posted Date 2 weeks ago(3/16/2020 12:22 PM)
Job ID
2020-3885
Category
US Based Positions

Overview

Sr. Production Coordinator is responsible for the complete management of the department’s project management system (WorkFront). This includes: internally scheduling and coordinating projects for the Global Engagement and Communications Office by opening jobs, creating and assigning a step-by-step schedule, and coordinating efforts of staff members to ensure successful completion of each job in a timely manner. Under the direction of the Editing Manager and Sr. Graphic Designer, the Sr. Production Coordinator coordinates movement of jobs through GECO, including the communications, advancement, publications, and conference/event management teams. Projects may include work on print collateral, web and digital materials, technical publications, editorial and design requests, videos, branded giveaways, and special events.

 

Responsibilities

 

  • Provide project management direction for all requested organization-wide projects
  • Meet with clients, obtain project specifications, and create a project plan
  • Develop and coordinate project budget estimates, submit to client for approval, and obtain approval of the schedule and the billing account number from the client before any work begins
  • Schedule internal “kick-off” meetings (when appropriate), incorporating external collaborators as needed
  • Following the kick-off, create and circulate production schedule with staff member roles and responsibilities shown
  • Address staff concerns about timeline and workload if they arise. Schedule and facilitate project debrief meetings to identify opportunities for improvement for future events
  • Implement and conduct project review “check-in” meetings (when appropriate) for work progress and deadline status updates
  • Update job changes and publish revised schedules for distribution as needed
  • Contact clients for any materials or content required to complete the scheduled project
  • Proactively communicate project statuses with clients and manage effective working relationships
  • Regulate time to allow for a review of materials with internal decision makers as appropriate
  • Recommend ways to streamline the project process as appropriate
  • Ensure that all projects are delivered on-time, within scope
  • Close job and ensure proper archival of projects
  • Assign work to casual editors and designers when needed
  • Report and escalate to management as needed
  • Develop reports to capture data on requests made to GECO
  • Train staff on use of project management software and create documentation as needed for staff development
  • Provide proactive ideas and plans to continuously improve the project management process and effectiveness across the office

 

Required Qualifications

  • 3 years' related production experience
  • Ability to make procedural decisions and judgements
  • Highly organized with excellent written and oral communication skills
  • An intense attention to detail
  • Ability to proactively manage multiple projects simultaneously
  • Deadline driven with ability to set priorities for self and others
  • Expert level experience using a project management system such as Workfront or Basecamp
  • Strong software skills with experience in project management software and ease with using technology
  • Knowledge of publication and production process preferred
  • Highly motivated, energetic, independent self-starter with strong service orientation
  • Strong interpersonal and communication skills and the ability to work effectively with a wide team
  • Ability to interact with staff in a fast-paced environment, remaining flexible, proactive, resourceful and efficient
  • Strong Microsoft applications knowledge (Word, Outlook, Excel, Access, PowerPoint, Microsoft Project)

 

 

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