Description

Facilitating project meetings within large-scale, multi-department technology initiatives has historically been a challenge and a root cause of unsuccessful outcomes. To address this, we are introducing a Meeting Facilitator role for large-scale project teams. The Facilitator will manage discussions, ensure active participation, and guide the team toward achieving productive outcomes. This role fosters an inclusive environment where all participants feel comfortable sharing their ideas and contributing equally. Key responsibilities include guiding discussions, establishing engagement rules, and encouraging participation from all members. The Facilitator operates under moderate supervision with limited opportunities for independent decision-making. This temporary role is required for 9 months, and if necessary extended in 3-month increments.

Requirements

The Meeting Facilitator will collaborate with a Project Coordinator, Scribe, and Subject Matter Expert(s) as part of an IT team. As a member of a business requirements solicitation and capture process key responsibilities include:

• Guiding discussions to ensure that cross-departmental processes are accurately captured, validated, and aligned with business objectives.
• Setting meeting agendas, encouraging participation, managing time, and resolving conflicts.
• Coordinating discussions with internal departments, external vendors, and staff augmentation contractors.
• Communicating project methodologies and processes to relevant stakeholders and team members.
  
  

Supportive job functions: *

Assist in scheduling meetings and ensuring that rooms, equipment, and audiovisual tools are adequately prepared. Actively support and model excellent cross-departmental communication and collaboration.

Contribute to and participate in projects outside the business requirements solicitation and capture process as needed.

Maintain proactive awareness of team capacity and demonstrate a willingness to volunteer for tasks that help offset the workload of other full-time team members during periods of lower demand.

• These tasks do not meet the Americans with Disabilities Act definition of essential job functions and usually equal 5% or less of time spent. However, these tasks still constitute important performance aspects of the job.
  
  

Knowledge, Skills, And Abilities

Demonstrated Knowledge/Skills in:

• Advanced active listening skills to capture and synthesize key discussion points.
• Strong verbal and written communication skills for clear and effective stakeholder interaction.
• Proficient in mediation and dispute resolution, with the ability to constructively resolve conflicts and maintain team cohesion.
• Skilled in reviewing, creating, and modifying process diagrams.
• Exceptional attention to detail with the ability to organize and manage complex discussions.
• Capable of making quick, independent decisions about process flow and documentation.
• Excellent writing/typing skill
• Intermediate skill in Microsoft Word, Excel, Visio
  
  

Education And Experience

• An Associate degree is required; a Bachelor’s degree in a related field is preferred.
• At least 2 years of experience as a Meeting Facilitator or Process Analyst is required, preferably in a technology-driven or multi-departmental project environment.
  
  

Working conditions

The working conditions for this position typically require an individual to work inside the majority of the day. This position includes mainly sedentary work and exerting up to 10 pounds of force occasionally. This position requires an individual to work independently as well as maintain strong interpersonal working relationships. This position also requires continuous alertness and concentrated mental and visual attention throughout the workday. This position may require up to ten (10) days of travel per year for professional development, training, new business development, product presentations and professional association conferences.

Note: The statements herein are intended to describe the general nature and level of work being performed by employees and are not to be construed as an exhaustive list of responsibilities, duties and skills required of personnel so classified. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the employer.