Project Coordinator (Finance)

BASIC PURPOSE

The Project Coordinator provides professional-level support in organizing and coordinating project activities within the Project Management Office. This includes administrative work performing non-routine research, and tasks related to the coordination and oversight of projects to ensure timely and effective project development and completion. In addition, the Project Coordinator is responsible for directing, organizing, and controlling project activities, under the guidance of the Director of Project Management and in coordination with Project Managers. The position performs professional project control management for PSTA capital, technology and business projects and key initiatives, including developing and maintaining master schedules, monitoring and reporting program and project status, identifying and analyzing performance trends, forecasting cost and schedule results. The ideal candidate will be motivated and enjoys working in a team environment and embodies the department's values of communication, collaboration and customer service.

ESSENTIAL FUNCTIONS

·         Coordinates with project managers and other staff to obtain and compile project updates.

·         Develops and maintains project dashboard, visualizations, and graphics based on updates.

·         Plans, organizes, and coordinates the implementation of new and ongoing projects, including preparing documentation for requisitions, budget reporting, and change orders to support project managers.

·         Interprets and communicates project requirements and assists in developing improved project management and cost control policies and procedures.

·         Tracks, monitors, and analyzes project performance, expenditures, procurement, and schedule to ensure compliance with applicable goals.

·         Reports on project updates on a monthly basis in coordination with the project managers for the agency's capital improvement plan.

·         Coordinates with finance and project management staff on project status, changes in project scope, project schedule, project costs, and issues that may impact project funding.

·         Effectively and accurately communicates relevant project information between project team, external/internal participants, and Director.

·         Coordinates with Project Managers to conduct reviews of external projects that could impact PSTA projects and/or operations.

·         Prepares, updates, and maintains various project communications, business documents, reports, and other related project information.

·         Assists the Director of Project Management with the development of annual capital budget for the department.

·         Provides, or assists in providing training in project control methodologies, procedures, and systems.

·         Develops and updates standard operating procedures (SOPs).

·         Performs other duties of similar nature and level as assigned.

MINIMUM QUALIFICATIONS

·         Education: Associate's Degree or higher and at least 2 years' experience coordinating projects.   Will consider an equivalent combination of education and experience sufficient to perform the essential duties successfully.

·         Experience: At least 2 years' experience coordinating projects or tasks in a multi-disciplinary team environment. Must have at least 1 year of experience working with project scheduling software such as Microsoft Project, Monday, Asana, or Trello.  

·         License Requirements: Must have or be able to obtain a valid Florida Driver's License.  CAPM (Certified Associate in Project Management) certification preferred.

KNOWLEDGE, SKILLS AND ABILITIES

·         Knowledge of:  Project management methods and principles; Task scheduling and resource assignment; Tools to create, manage, and track project performance, cost, verify scope; Software implementation projects; Regulatory agency administrative, reporting and record keeping requirements; Quality control concepts and procedures; Research methods and data analysis techniques.

·         Skilled in: Managing multiple projects and deadlines in a demanding, fast-paced environment; Supporting a medium to high volume of project-related requisitions and reconciliations; Performing analysis and problem solving; Monitoring budgets. Facilitating meetings. Preparing and presenting reports. Exhibiting excellent client-facing and internal communication skills. Displaying strong written and verbal communication skills. Ability to work well with large and diverse teams. MS Office (Word, Excel, Project, and PowerPoint) at an intermediate level or above. Experience in using scheduling software such as Microsoft Project, Asana, Monday, or Trello.

·         Abilities: Must possess excellent communication skills including ability to work with other divisions, teams and provide support as needed.  Must exhibit resourcefulness and ability to work independently as well as in diverse multi-disciplinary teams on multiple tasks with frequent interruptions.  Must maintain confidential information, and prepare clear, concise, and complete reports and correspondence.  Must be able to exercise good judgement. Must embody the department's values of communication, collaboration and customer service in day to day performance of job function.

See Job Description