IT Coordinator

Job Description

We are seeking an IT Coordinator to provide administrative, organizational, and coordination support across ForTec Medical's Information Technology department. This role helps ensure that project information, team activities, meetings, documentation, and follow-up commitments are organized, maintained, and communicated effectively.  The individual in this role will work closely with IT leadership and the Systems Design & Intelligence (SDI) team, supporting consistent project tracking, timely status reporting, and effective collaboration across IT and business departments.

The IT Coordinator plays an important role in improving organizational efficiency, maintaining accessible information, and supporting continuity as the IT organization evolves. While initial responsibilities will emphasize SDI and IT leadership support, the position is intended to provide coordination and administrative assistance across the broader IT department, including Applications/Engineering and IT Operations.

Project and SDI Team Coordination:

• Maintain and organize project and strategic initiative tracking information, including project ownership, status, milestones, key dates, dependencies, and supporting documentation.
• Proactively collect project updates from SDI team members and other stakeholders, follow up on missing or incomplete information, and help ensure project records remain accurate and current.
• Coordinate the preparation of SDI team meetings, including agendas, status updates, supporting materials, meeting notes, decisions, and follow-up action items.
• Maintain organized records of project decisions, outstanding actions, blockers, and dependencies; monitor open items and follow up with responsible individuals to support timely resolution.
• Support the Strategic Initiative Brief (SIB) intake process by organizing submissions, tracking review and approval status, and maintaining related documentation.
• Assist in preparing project portfolio summaries, status reports, and presentation materials for IT leadership and executive management reviews.

IT Leadership and Team Support:

• Provide administrative and coordination support to the VP of IT and other IT leaders, helping organize priorities, activities, information, and outstanding commitments.
• Coordinate meetings and team activities, including scheduling, agendas, preparation of materials, meeting notes, action items, and follow-up communications.
• Collect and organize updates from IT leaders and team members, preparing clear and consistent summaries, reports, and presentation materials that provide visibility into activities, priorities, and outstanding issues.
• Maintain and follow up on leadership and team action items, proactively requesting updates, identifying overdue commitments, and escalating unresolved matters when appropriate.
• Assist with coordination and administrative needs across SDI, Applications/Engineering, and IT Operations, managing routine requests independently within established priorities.
• Support onboarding and organizational transitions by coordinating meetings, organizing reference materials, and maintaining accessible information for new IT leaders and team members.

Documentation, Knowledge and Continuity:

• Organize and maintain IT department information and documentation within SharePoint, Microsoft Teams, and other approved collaboration platforms, ensuring materials are structured, accessible, and easy to locate.
• Help establish and maintain consistent organizational practices for shared documents, project materials, knowledge repositories, naming conventions, and related information, in collaboration with appropriate IT and SDI team members.
• Coordinate periodic reviews and updates of IT documentation and application knowledge materials, working with subject matter experts to identify outdated, incomplete, or missing information.
• Maintain organized records of key meetings, decisions, responsibilities, project history, and other information that supports knowledge sharing and organizational continuity.
• Assist with developing and maintaining onboarding and reference materials for IT leaders and team members, helping preserve institutional knowledge and support effective transitions.

Continuous Improvement:

• Identify opportunities to improve the organization, consistency, and efficiency of recurring administrative, coordination, and reporting activities.
• Recommend and implement practical improvements to project trackers, documentation structures, meeting processes, templates, and other coordination tools.
• Explore and apply approved Microsoft 365 tools, automation capabilities, and other technologies to streamline routine activities and reduce manual effort.
• Seek feedback from IT leadership and team members, continuously developing skills and adapting coordination practices to support evolving departmental needs.

Qualifications

Requirements

• Associate's degree or relevant postsecondary education in Business Administration, Information Systems, Office Administration, or a related field preferred. An equivalent combination of education, training, and relevant work experience will be considered.
• 1–3 years of relevant experience in administrative coordination, project support, business operations, or a related role preferred.
• Demonstrated hands-on experience maintaining project lists, task trackers, status reports, or other structured coordination tools, including tracking assignments, deadlines, and follow-up activities.
• Practical experience with Microsoft SharePoint, Teams, and Lists, or comparable project-tracking and collaboration platforms, including organizing and maintaining shared information.
• Proficiency with Microsoft 365 productivity applications, including Outlook, Word, Excel, and PowerPoint.
• Experience coordinating meetings, preparing agendas and meeting materials, maintaining action items, and communicating follow-up expectations.
• Familiarity with document management practices, shared knowledge repositories, and consistent organizational structures is beneficial.

What you need to be successful

• Previous experience supporting IT teams, project teams, or cross-functional business activities is helpful but not required.
• Strong organizational and time management skills, with the ability to manage multiple responsibilities, establish priorities, maintain accurate records, and consistently meet deadlines.
• Self-motivated and proactive, with the ability to work independently, anticipate needs, follow up on outstanding commitments, and take ownership of assigned responsibilities without continuous direction.
• Strong attention to detail, accuracy, and completeness when maintaining project information, organizing documentation, and preparing reports or other materials.
• Effective written and verbal communication skills, with the confidence and professionalism to request information, follow up on commitments, and collaborate with employees and leaders across departments.
• Strong problem-solving skills and resourcefulness, with the ability to recognize missing information, identify opportunities for improvement, and recommend practical solutions.
• Adaptable, curious, and eager to learn, with the ability to quickly understand unfamiliar systems, business processes, and organizational practices while remaining receptive to feedback.
• Sound judgment, discretion, and professionalism, with the ability to handle confidential information appropriately, recognize when escalation is necessary, and maintain productive working relationships.

Additional Information

All your information will be kept confidential according to EEO guidelines.

The Company is an equal opportunity employer. As such, we provide equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, citizenship, ethnicity, national origin, age, disability, pregnancy, genetic information, sexual orientation, status as a member of the United States armed forces, veteran status, or any other protected characteristic in accordance with applicable federal, state, and local laws.