Project System and Administration Coordinator

Project Systems and Administration Coordinator (Smartsheet)

Full-time -12 Month Contract

Camberwell, VIC

About Us

At Baptcare, we care. Our Mission and Vision are lived through our WE CARE Values: for our residents, customers, clients, partners, and supporters; with the very young through to the very old, the vulnerable, with families through all of life’s stages and challenges.

Baptcare is a purpose driven organisation working across Victoria, Tasmania, and South Australia. Focused on providing residential and community care for older people and support to children, families, and people with disability, financially disadvantaged people and people seeking asylum.

Our Values are Wellbeing, Ethics, Co-creating, Accountability, Respect and Effectiveness.

About the Role

This role is responsible for providing support to Baptcare team members using PMO tools without PMO Project Managers and for managing the administration of PMO processes and protocols for all approved projects. This role will oversee the development, implementation, and utilisation of PMO systems as well as the project control function and compliance with procedures. This role will provide coaching to develop organisational capability with project implementation activities and monitor and report project metrics. This role will also participate in ongoing continuous improvement activities in the Project Management Office (PMO).

Key Duties

The Project Systems and Administration Coordinator, operating within agreed reporting structures, is responsible for:
Supporting self-service users of the PMO tools

Effectively managing and overseeing the implementation and utilisation of PMO systems as well as the project control functions and compliance with procedures

Coordinating Systems and Project controls scope, including Planning, Cost and change controls and reporting.

Identify and report interdependencies with other projects and their impacts

Monitoring project risks, mitigation, and contingency plans

Supporting activities to develop follow-on action plans, options or recommendation papers where required

Monitoring and reporting overall project progress, use of resources and performance metrics

Demonstrating and upholding appropriate workplace behaviours aligned with Baptcare’s values.

Practicing cultural safety by creating environments, relationships, and systems free from any type of discrimination so that people can feel safe, valued, and able to participate.

Develop and implement system (Smartsheet) and operational processes and procedures.

Ensure all tools, processes and protocols are in place and being utilised effectively for both assigned PMO projects and for team members using the PMO tools only

Tracking overall project budgets, resources, and expenditures, monitor spending thresholds and initiating corrective actions where required

Track the PMO inbox, follow up actions and coordinate portfolio reporting requirements where required

Provide process advice and assistance to ensure assigned PMO projects operate smoothly

About You

You are passionate about continuing to grow your career in Project Systems and Administration. Solutions focused and up for making a difference, you align your approach to strategy to achieve organisational and divisional goals. You are a true business partner that instils trust in your stakeholders by demonstrating integrity and accountability.

**You will ideally bring the following**:
Smartsheet development and usage experience is essential

Minimum 2 years in project coordination, project management or other relevant experience

Excellent organizational skills, attention to detail, proven ability to organize complex processes

Demonstrated strong quantitative and analytic skills and aptitude

Computer literacy, including proficiency in Microsoft Office and project planning software

Demonstrated ability to build trust through consistent actions, values, and communication at all levels of the organisation

Vocational qualification in business management, project management or a related field is required or equivalent experience

Satisfactory National Crime Check, renewed every three (3) years

COVID-19 Vaccinations per Baptcare’s Vaccination Policy

Driver’s Licence and own reliable vehicle

Full and ongoing Right to Work in Australia

Current COVID-19 vaccination or willingness to obtain before commencement.

Willingness to obtain a Police Check through Baptcare.

For You

Baptcare is focused on living our values, not just talking about them. You’ll find the culture at Baptcare is one of genuine respect, support, and positive intention. We work hard to achieve results through change, continuous improvement, and ongoing focus on providing the best service delivery to our stakeholders.

A competitive salary, plus access to the tax benefits of salary packaging and novated leasing.

Hybrid working arrangements, where we predominantly work from home, attending the Camberwell office or s