IT Systems & Project Coordinator I

POSITION: IT Systems & Project Coordinator
DEPARTMENT: Informational Technology
REPORTS TO: Associate Director of Strategy
LOCATION: 2920 International Blvd., Oakland, CA
Native American Health Center, Inc. (NAHC)
WORK HOURS: Full Time, 40 hours per week, 100% FTE
STATUS: Non-Union, Non-Exempt

POSITION SUMMARY
The IT Systems & Project Coordinator I supports IT leadership and operations by managing administrative workflows, coordinating projects, maintaining departmental organization, and ensuring efficient execution of IT processes. This role serves as a central point of coordination across IT functions, supporting project execution, vendor management, inventory and procurement, compliance responsibilities, and internal communications.

The Native American Health Center is an accredited institution and adheres to the standards of excellence set forth by the Accreditation Association of Ambulatory Health Care (AAAHC) and the Commission of Dental Accreditation (CODA).

DUTIES AND RESPONSIBILITIES: IT Operations & Administrative Coordination:
1. Manage and monitor IT intake channels (e.g., ticketing system, shared inbox, phone line), ensuring timely routing, tracking and resolution of requests.
2. Maintain IT calendars, schedules and coordinate department meetings.
3. Prepare meeting agendas, document meeting minutes, track action items.
4. Serve as a central point of coordination for internal and external IT-related communications.
5. Maintain organized electronic and physical records for IT operations, projects, and documentation.
6. Provide administrative support to IT leadership, including coordination and tracking of staff timesheets, scheduling, and related administrative processes as needed.

Project Coordination & Execution
7. Support and lead administrative and operational components of IT projects.
8. Track project timelines, deliverables, and action items to ensure project progress and completion.
9. Coordinate with IT team members and other departments to ensure alignment and follow-through.
10. Assist with gathering, organizing, and summarizing data for project planning and reporting.

Procurement & Inventory Management
11. Oversee IT inventory management, including tracking, auditing and maintaining accurate records of equipment and supplies.
12. Coordinate procurement of IT equipment and supplies, including vendor sourcing, price comparisons, and order tracking.
13. Ensure timely processing of purchases and delivery of equipment to appropriate locations.
14. Support lifecycle management of IT assets, including intake, tracking and decommissioning.

Vendor & Financial Coordination
15. Manage relationships with IT vendors and service providers for administrative and operational needs.
16. Process invoices, track expenses, and coordinate with the Finance Department to ensure timely payments and account accuracy.
17. Assist with budget tracking, expense reporting, and reconciliation of IT-related purchases.
18. Support contract and documentation tracking for vendors and services.

Compliance, Policy & Audit Support
19. Maintain and manage IT policies and procedures, ensuring documents are current, organized, and accessible.
20. Serve as a key coordinator for IT-related audits, security assessments, and accreditation processes.
21. Support documentation requests and data gathering for compliance and regulatory reviews.
22. Support documentation and tracking security-related programs (e.g., Managed Phishing Testing & Training Program, cybersecurity initiatives, employee trainings).

Quality Assurance & Reporting
23. Monitor IT service trends (e.g., ticket volume, response times) and identify areas for improvement.
24. Conduct routine audits of IT processes and systems to ensure accuracy and completion.
25. Prepare reports and summaries for IT leadership to support decision-making.

General Administrative Support
26. Prepare correspondence, reports, presentation and other materials as needed.
27. Respond to inquiries and provide information related to IT operations when appropriate.
28. Support cross-functional initiatives and special projects assigned.
29. Work well under pressure, meet multiple and often competing deadlines, and demonstrate cooperative behavior with supervisors, subordinates, colleagues, clients and the community.

Employee Safety
30. Safely perform all duties; follow required protective protocols to ensure personal safety as well as the safety of others.
31. Maintain compliance with ergonomic safety standards; be mindful of posture and regularly practice ergonomic stretches.