Administrative Project Coordinator

Job Description

Job Description

Purpose of Job

The Administrative Project Coordinator supports the efficient operation of the administrative department while coordinating and managing projects from planning through completion. This role combines administrative support, project coordination, communication, scheduling, recordkeeping, and management to ensure organizational objectives are achieved on time, within scope, and with accuracy. The position serves as a liaison between internal teams, leadership, clients, and vendors while maintaining effective administrative systems and project documentation.

Duties/Responsibilities

Administration Coordinator:

1. Provides administrative support to organization leadership and project teams.
2. Coordinates and schedules meetings, appointments, travel arrangements, and project activities.
3. Coordinate the preparation, compilation, and distribution of Board of Directors meeting packets, ensuring materials are accurate, complete, and distributed in a timely manner.
4. Prepare, edit, and maintain official Board of Directors meeting minutes and records, ensuring accuracy, confidentiality, and compliance with organizational policies and legal requirements.
5. Maintain, update, and manage the organization’s policy manual, coordinating policy revisions, formatting updates, version control, and distribution to ensure accuracy and compliance with organizational standards.
6. Track board-approved policy changes and ensure updates are incorporated into the policy manual in a timely manner.
7. Maintains filing systems, project records, correspondence, and other departmental documentation.
8. Retrieves information from records, email, meeting minutes, and related documents; prepares reports and summaries as needed.

Program Coordinator:

1. Leads or coordinates assigned projects to ensure completion on time, within budget, and according to specifications.
2. Maintains project schedules, action items, and status reports to support project execution.
3. Assists with budgeting, expense tracking, cost analysis, and project financial reporting.
4. Identifies project risks, documents concerns, and escalates issues with recommendations for resolution.
5. Serves as a liaison between departments, customers, vendors, and stakeholders to facilitate communication and project success.
6. Responds to and resolves administrative and project-related inquiries, questions, and concerns.
7. Supports compliance with organizational policies, contractual requirements, and applicable regulations.
8. Collaborates with cross-functional teams to communicate project updates, training materials, and implementation requirements.
9. Performs other related duties as assigned.

Required Skills/Abilities

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Strong organizational skills and attention to detail.
• Strong time management skills with the ability to prioritize multiple tasks and meet deadlines.
• Ability to work independently and collaboratively within team environments.
• Strong analytical, problem-solving, and decision-making skills.
• Ability to coordinate projects, manage schedules, and track deliverables.
• Basic understanding of administrative procedures, recordkeeping, and filing systems.
• Ability to delegate tasks and coordinate resources effectively when appropriate.
• Proficient in Microsoft Office Suite and related business software applications.
• Ability to quickly learn organizational processes, programs, or projects.

Required Education and Experience

• Associate's degree required; equivalent relevant experience may be accepted in lieu of education. Bachelor's degree in Business, Project Management, Administration, or a related field preferred.
• Three to five years of experience in administrative support, project coordination, project management, or a related role.
• Project management certifications such as CAPM, PMP, PgMP, or equivalent are desirable but not required.

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

Note: Statements included in this description are intended to reflect, in general, the duties and responsibilities of this position and are not to be intended as being all inclusive. Nothing in this job description is intended to be and nothing in it should be interpreted as being a contract of employment, expressed or implied.