Project Management Coordinator

Job Title: Project Management Coordinator

Location: Thousand Oaks, CA 91320

Duration: 12 months (Extension possible)

Remote - Within 150 miles of USTO would be ideal - West Coast Timezones - Business travel 2x year

We are seeking a highly organized and digitally fluent Digital Operations & Process Improvement Specialist to support Process Development teams through process improvement, SharePoint site ownership, dashboard development, workflow automation, data visualization, and digital knowledge management.

This role will have two equally important areas of responsibility: supporting the standardization and improvement of the Productivity process across Process Development and providing broad digital operations support across teams.

The ideal candidate is comfortable working at the intersection of business operations, data, digital tools, and stakeholder engagement. They should be comfortable working in teams and driving actions from cross-functional teams. They should be able to understand business needs, translate them into practical digital solutions, and manage multiple priorities across SharePoint, Smartsheet, Power Automate, Tableau/Power BI, Atlas/Gist galleries, Microsoft 365, and related collaboration platforms. This role will be part of the BSI team and participate in BSI team meetings, working sessions, face-to-face summits, and development opportunities.

Key Responsibilities

• Support the standardization, centralization, and continuous improvement of Productivity Project processes across PD functions.
• Partner with cross-functional teams to understand business needs, pain points, data requirements, and improvement opportunities.
• Design, update, and maintain SharePoint sites, pages, learning hubs, event calendars, communication spaces, and digital repositories.
• Develop, maintain, and improve dashboards, reports, and data visualizations using Tableau, Power BI, Excel, Smartsheet, and related tools to support multiple functions.
• Build and enhance Smartsheet forms, dashboards, Dynamic Views, automated notifications, request workflows, scoring tools, and intake processes across functions.
• Identify opportunities to automate manual work, incorporate AI-enabled tools, integrate across relevant systems, improve data capture, reduce repeated follow-up, and transform operational data into actionable business insights.
• Communicate clearly with stakeholders on priorities, requirements, blockers, status updates, and follow-up needs while balancing multiple small and large requests with strong prioritization and attention to detail.

Required Qualifications

• Bachelor's degree or equivalent experience in business operations, data analytics, information systems, digital workplace management, engineering, life sciences, or a related field.
• Experience assessing business processes, identifying improvement opportunities, and translating stakeholder needs into practical digital or process solutions.
• Experience building or maintaining SharePoint sites, pages, document repositories, and internal communication hubs.
• Experience developing dashboards, reports, or visualizations using Tableau, Power BI, Excel, Smartsheet, or similar tools.
• Strong organization, prioritization, communication, documentation, stakeholder-management, and time-management skills.
• Comfort working independently, managing ambiguity, supporting multiple stakeholders, and delivering high-quality outputs with strong attention to detail.

Preferred Qualifications

• Experience with Power Automate, Microsoft 365, SharePoint permissions, Atlas, Gist, workflow automation, repository management, or system integration.
• Experience supporting continuous improvement, Lean Six Sigma, or business process improvement initiatives.
• Familiarity with AI tools and internal digital enablement.

Key Competencies

• Digital fluency
• Continuous improvement mindset
• Business process thinking
• Analytical problem solving
• Customer-service orientation
• Ability to simplify complex information
• Clear written and verbal communication
• Stakeholder partnership
• High attention to detail
• Strong follow-through
• Comfort with ambiguity
• Ability to prioritize across multiple teams, requests, and initiatives

Basic Qualifications

• Associate degree and 2 years of experience OR
• 2 years in a technical school setting with hands-on experience OR
• High school diploma / GED and 4 years of experience

Top 3 Must Have Skill Sets

1. Process improvement and stakeholder management
2. Data visualization and business insight generation
3. Digital operations and workflow automation

Nice to have: Power BI, Tableau, or similar data visualization skills.

Day to Day Responsibilities

• Managing incoming requests and priorities
• Maintaining SharePoint sites and digital hubs
• Building and improving dashboards and reports
• Supporting Smartsheet workflows and intake processes
• Improving and standardizing the Productivity process
• Organizing repositories, galleries, and knowledge assets
• Partnering with stakeholders in meetings and working sessions
• Creating process documentation, templates, and status updates

Possible Extension

• Yes

Red Flags

• None

Interview Process

• 2 rounds of interviews