Project Coordinator

Administrative Coordinator

The competencies critical to this position include superb organizational skills, keen attention to detail, and the ability to identify inefficiencies and recommend solutions.

Coordinates all activities, including establishing the agendas for the meetings, facilitating the meetings, identifying action items, and tracking next steps.

Supports all functions, including budget, accounting and finance, procurement, staff management, and reporting.

Acts as the single go-to person for all activities happening, including coordinating all activities performed by members.

Provides regular updates to the Director of Administration & Finance or designee, on key tasks and issues.

Understands the various organizations involved in the project and their interests

Develops and maintains effective relationships with project team members, senior leadership, and stakeholders.

Tracks and completes project tasks, follows up on open items, and tracks issues.

Ensures that tasks and outputs are timely, of the highest quality, and are tailored to the unique needs of the projects stakeholders.

Responds proactively to requests for information

Documents and maintains records of current project plans, meeting minutes, decisions, project reports, schedules, budgets, cost tracking reports, and other pertinent records.

Prepares and designs presentation-ready project reports using graphics and desktop publishing software; integrates word processing and spreadsheet files into reports. Prepares slides, overheads, and handouts for presentations or reports. Develops templates for reporting and communication.

Develops and maintains systems for documenting and tracking project information including status of purchases (software/hardware), status of consultant contracts and billing, project reports, etc.

Coordinates conference calls and meetings; records meeting minutes as needed or follows up on and reviews meeting minutes recorded by another team member.