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Project Coordinator

Office of Policy & Planning - Close Date: Open Until Filled

Scope of Position
Plans, analyzes and focuses on addressing technical and strategic issues in the Office of Policy, Planning and Public Affairs.  Serves as an advisor to the Department management team, identifies significant policy issues that bear on agency planning effort, makes recommendations which help shape significant agency policies or programs, and/or represents the agency in strategic arenas.  The principal responsibilities of this position, under the direction of the Strategic Planning & Policy Development manager, are to:

• provide professional level research, analysis, and other analytical support;
• coordinate communication and work activities among agency staff/consultants, local jurisdictions, and affected community and business groups during the various phases of assigned projects;
• perform transit system and financial planning analyses;
• support project planning and development (including corridor and facility planning), agency transit-oriented-development and land use initiatives and goals, and GIS analyses; and
• perform and manage policy and planning tasks and projects as assigned.

The Project Coordinator is considered a professional level position working on complex projects of diverse scope that are unique or that cross lines of business and require intra-agency coordination. Assignments performed at this level require a broad knowledge of assigned project or project area and an in-depth knowledge relative to specific areas.

Essential Functions and Duties
The following reflects a representation of essential functions.  It does not prescribe or restrict the tasks that may be assigned due to reasonable accommodation or specific requirements of an individual Agency Position Profile or for other reasons.

• Assist in the planning, design, and implementation of project or project elements that support service delivery; participate in processes to define scope and schedule; participate in implementation processes.
• Assume responsibility for providing in-depth coordination of resources for projects of diverse scope; determine project short and long-term needs and develop recommendations; design processes and procedures to implement, maintain, and/or manage functional area resources; review, research, and apply best business practices in functional area; determine methods and procedures on new assignments.
• Participate in the development and implementation of goals, objectives, policies, and priorities for assigned projects, functions, and program areas; research, implement, and administer policies, procedures, and changing business practices and processes for assigned area.
• Provide assistance in resolving operational and administration problems; identify problem areas and issues; conduct research to find alternative solutions; make recommendations; assist in implementation of recommendations.
• Perform a variety of professional level research, administrative, operational, financial, and analytical duties in support of assigned projects, programs and/or functions; conduct studies, research projects, and analysis by selecting, adapting, and applying appropriate analytical, research, and statistical techniques.
• Prepare administrative, operational, and financial reports including the preparation of conclusions, recommendations, and forecasts based on data summaries and other findings; consult with Agency staff, outside agencies, and associations to obtain information; advise management staff on emerging issues.
• Assist with the budget process; provide assistance in the development of assigned budget; collect and analyze financial data; review and analyze budget requests; create data tracking and reporting systems; monitor status.
• Research, negotiate, and monitor assigned contracts and agreements with outside suppliers, service providers, and others; ensure work is performed in compliance with contracts and agreements; process invoices and payments.
• Participate in the grant sourcing and application processes; research grants and prepare applications for funding sources applicable to assigned projects and program area; coordinate with Agency Grants Division.
• Participate in coordinating assigned activities and functions with other Agency staff, projects, functions, boards, committees, and task forces as well as local, state, and federal agencies/jurisdictions, business partners, and the general public; coordinate with, interact with, share knowledge, and develop collaborative relationships.
• Represent area of assignment, participate on, and provide staff support to a variety of committees, task forces, and boards; develop agendas and write speaking points; prepare and present presentation materials, staff reports, and other documents as appropriate and necessary; write, review, and coordinate overall review process for assigned board motions; respond to and resolve inquiries and complaints.
• Serve as contact and respond to requests for information from Agency staff, other agencies, the media, and the general public regarding project or program area of assignment; participate in community outreach and education activities; prepare presentations and related material.
• Maintain records concerning project activities; process incoming and outgoing documents; prepare and track various documents; prepare reports and briefings on project status, progress, changes, and related items related to scope, schedule, and budget.
• Manage data and information used in assigned area including to administer assigned databases; enter and modify data; generate reports; analyze user needs and modify database structure and/or format in response to user needs; train staff on use of database systems; prepare database documentation.
• Attend and participate in professional group meetings; stay abreast of new trends and innovations in the fields of business and public administration and issues related to area of assignment.
• Perform related duties as required.

Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.

Knowledge of:

• Operational characteristics, services, and activities of assigned project and/or program area.
• General principles, practices, and procedures of business administration and public administration.
• Professional and/or technical expert knowledge of business/industry principles and practices for the area of responsibility.
• Methods and techniques used in the performance of duties and responsibilities specific to the area of assignment.
• Project and contract management principles and practices.
• Methods and techniques of data collection, research, and report preparation.
• Methods and techniques of statistical and financial analysis.
• Principles of business letter writing and basic report preparation.
• Principles and applications of critical thinking and analysis.
• Principles and practices of budget preparation and administration.
• Modern office procedures, methods and equipment including computers and supporting applications.
• Principles and practices of record keeping and records management.
• Pertinent federal, state, and local laws, codes, and regulations.

Ability to:

• Participate in the management of assigned projects or project areas.
• Use technical concepts and general project management tools and techniques to effectively coordinate a project and solve complex problems in creative and effective ways.
• Perform a full range of analytical and administrative duties in support of assigned projects, program areas, and functions.
• Collect, evaluate, and interpret information and data from multiple sources.
• Conduct research and analysis and provide appropriate recommendations based on findings.
• Conduct or participate in various organizational, fiscal, and administrative studies and analyses including those on new and existing projects and/or program areas.
• Participate in the development and administration of policies and procedures.
• Develop recommendations for problematic areas and implement and monitor changes.
• Prepare clear and concise analytical, administrative and financial reports.
• Interpret technical information for a variety of audiences.
• Understand the organization, operation, and services of the Agency and of outside agencies as necessary to assume assigned responsibilities.
• Understand, interpret, and apply general and specific administrative and departmental policies and procedures as well as applicable federal, state, and local policies, laws, and regulations.
• Assist with budget preparation and administration.
• Coordinate projects with multiple tasks and re-prioritize as needed.
• Work effectively under pressure, meet deadlines, and adjust to changing priorities.
• Respond tactfully, clearly, concisely, and appropriately to inquiries from the public, Agency staff, or other agencies on sensitive issues in area of responsibility.
• Work cooperatively with other departments, Agency officials, and outside agencies.
• Establish and maintain effective working relationships with those contacted in the course of work.

Skill in:

• Applying principles and practices of technical area of expertise.
• Demonstrating a positive customer service orientation with both internal and external clients.
• Demonstrating strong interpersonal techniques and a consistent commitment and ability to work with diverse work groups and individuals.
• Applying appropriate oral and written communication techniques to various individuals.

Education and Experience
Related experience may substitute for education on a year for year basis.

Education/Training:
A Bachelor’s degree from an accredited college or university with major course work in a public administration, business administration, or in a field or discipline related to program area of assignment.

Experience:
Three years of increasingly responsible experience performing project management, research and analytical duties.

Environment: 
Work is performed primarily in a standard office environment under pressure and requires the ability to quickly adjust to changing priorities and demands; occasional fieldwork may be required to monitor progress and resolve issues affecting the assigned area; extended hours may be required including evenings and weekends. Business travel by various modes of private and commercial transportation is required.

Physical:
Primary functions require sufficient physical ability to work in an office setting and operate office equipment; to travel to other locations using various modes of private and commercial transportation; and to perform public speaking and/or information gathering at meetings of public, community and/or governmental agencies.

Vision:
See in the normal visual range with or without correction.

Hearing:
Hear in the normal audio range with or without correction.