Ascension LLC is seeking a highly organized, detail-oriented Project Coordination Specialist to support a website redesign and build engagement for Maryland Sea Grant, part of the University System of Maryland. This role will help keep the project organized, documented, and moving across discovery, design review, Drupal site buildout, content migration coordination, testing, training, launch readiness, and post-launch support.

The ideal candidate is a disciplined project support professional who understands how to manage meeting logistics, agendas, notes, action items, decision logs, schedule coordination, risk and issue tracking, and weekly status report inputs. This position is important because the client expects an iterative, collaborative design process with regular communication, milestone reviews, and structured coordination among the contractor team and Maryland Sea Grant stakeholders. The RFP specifically requires at least weekly communication, weekly status reports, regular videoconferences, standard agendas, action item review, and issue discussion.

This is a strong fit for a candidate who enjoys working behind the scenes to create clarity, follow-through, and accountability across a fast-moving website modernization project.

Summary of the Contractor Role

The Project Coordination Specialist will provide part-time coordination support to Ascension’s project team and the client-facing Project Manager. The role will focus on organizing meetings, preparing agendas, documenting decisions, tracking action items, maintaining project logs, coordinating schedules, collecting weekly status inputs, and helping ensure that the team stays aligned with the project timeline and deliverables.

This role does not require the candidate to be a Drupal developer, UX designer, or technical architect. However, the candidate should be comfortable supporting technology, website, or digital transformation projects and should understand how to coordinate across technical and non-technical stakeholders. The project includes website discovery, information architecture discussions, wireframe and template reviews, content migration planning, accessibility and quality assurance coordination, user training, launch preparation, and six months of post-launch maintenance support.

The ideal candidate will be self-driven, proactive, responsive, and comfortable working in an environment where requirements evolve through client feedback. This person must be able to anticipate coordination needs, identify follow-up items, organize project documentation, and support multiple workstreams without losing track of details.

Anticipated Day-to-Day Activities

The Project Coordination Specialist will:

• Coordinate recurring weekly project meetings, design review sessions, content migration check-ins, training planning meetings, and launch readiness discussions.
• Prepare meeting agendas using a standard format that captures discussion topics, decisions needed, open risks, action items, and upcoming milestones.
• Document meeting notes, action items, decision points, risks, issues, dependencies, and client feedback in a clear and organized manner.
• Maintain action item logs, decision logs, risk and issue trackers, meeting calendars, project contact lists, and document repositories.
• Track upcoming project milestones, deliverables, review cycles, and due dates across discovery, design, build, content migration, testing, training, and support phases.
• Collect status updates from project team members, including design, development, content migration, QA/testing, accessibility, training, and project management contributors.
• Compile weekly status report inputs for the Project Manager, including accomplishments, upcoming activities, risks/issues, decisions needed, and schedule impacts.
• Support coordination of up to three rounds of client review and revision for wireframes, website designs, templates, and other project deliverables.
• Coordinate training logistics for Maryland Sea Grant website team members and content managers, including scheduling, attendance tracking, materials preparation, and follow-up documentation.
• Organize shared project files, version-controlled documents, meeting artifacts, client feedback, and deliverable drafts in Microsoft Teams, SharePoint, OneDrive, or similar tools.
• Monitor open questions and dependencies that may affect schedule, quality, content migration, testing, or launch readiness.
• Escalate overdue actions, unresolved risks, missing inputs, or schedule concerns to the Project Manager in a timely and professional manner.
• Assist with maintaining project documentation needed to support acceptance, closeout, and post-launch maintenance activities.