Program Coordinator - SSMCP

Job Summary Under the direction of the Program Manager, the Program Coordinator serves as the primary administrative, operational, and project coordination support position for the South Sound Military & Communities Partnership (SSMCP). This position is responsible for coordinating executive meetings, supporting regional committees and working groups, planning and executing events, managing organizational communications, managing budgets and project tracking systems, coordinating partner outreach, preparing executive-level materials, and ensuring timely completion of organizational priorities. The Program Coordinator plays a critical role in the day-to‑day operation of SSMCP and must be capable of independently managing multiple competing priorities while maintaining exceptional organization, attention to detail, and professional communication. Because SSMCP operates with a small staff, this position requires a high degree of initiative, accountability, and the ability to timely execute assignments with minimal supervision. Coordination is essential and work is expected to be complete in sufficient time for review and dissemination to recipients. This is an AFSCME represented position. This recruitment may be used to fill additional vacancies within six (6) months of posting closure. Essential Duties Essential duties may include but are not limited to the following: Executive & Administrative Support Serve as support staff to the SSMCP's Executive Leadership Team and Steering Committee Coordinate all Executive Leadership Team, Steering Committee, Working Group, and Elected Officials Council meetings, schedules and logistics. Prepare agendas, presentations, meeting packets, attendance rosters, nameplates, and supporting materials. Maintain action item tracking systems and ensure timely follow‑up on assignments. Draft executive correspondence, briefing materials, reports, meeting summaries, and presentation materials, maintaining files and organizational records. Manage organizational calendars and project timelines. Project & Program Coordination Manage multiple projects, tracking milestones, deliverables, deadlines, and partner commitments, anticipate deadlines, initiate work, and flag risks or scheduling conflicts. Maintain project tracking systems and provide regular status updates to leadership and partners. Plan and execute assignments, resolve conflicts, coordinate with partners, and apply established policies and procedures. Support implementation of strategies for data collection, analysis, reporting, communications, social media, and monitoring of SSMCP priorities. Finance and Grant Responsibilities Maintain organizational budget tracking spreadsheets and update them as invoices are processed. Process invoices, reconcile expenditures, and verify the accuracy of all financial information before submission. Prepare budget reports for executive leadership, assist the Program Manager with preparing and reconciling monthly, quarterly, and annual grant reports. Maintain financial and grant documentation in accordance with applicable requirements. Event Management Coordinate multiple regional meetings and events from initial planning through post‑event follow‑up. Manage venue reservations, catering, registration, audiovisual needs, sponsorship coordination, speaker logistics, attendee communications, signage, and event materials. Prepare Eventbrite registrations, marketing materials, Outlook calendar invitations, and post‑event communications. Ensure post‑event follow‑up, thank‑you correspondence, social media, and meeting summaries are completed within established timelines. Communications & Stakeholder Engagement Draft professional correspondence on behalf of the Program Manager, proofread all communications for grammar, formatting, completeness, and professionalism prior to distribution. Prepare newsletters, social media posts, press releases, and partner communications, maintain SSMCP website content, ensuring information remains current and accurate. Respond promptly to partner inquiries and coordinate timely follow‑up with stakeholders. Make oral and written presentations to the Steering Committee, Working Groups, elected officials, and business and citizen groups as requested. Attend relevant military‑related community meetings, and draft summaries that synthesize and report information discussed at such meetings. Project Management Manage multiple concurrent projects while tracking milestones, deadlines, deliverables, and partner responsibilities, anticipate upcoming deadlines and initiate work. Identify potential schedule conflicts or project risks and communicate them promptly. Maintain project tracking systems and provide regular status updates. Strategic Initiatives & Research Work with the Program Manager to implement strategies and procedures supporting SSMCP priorities and initiatives. Conduct research, data collection, analysis, reporting, and monitoring of emerging military‑community issues. Assist with implementation of the Joint Base Lewis-McChord Joint Land Use Study and other strategic initiatives. Seek and identify funding opportunities to support SSMCP projects. Assist in preparing grant applications and supporting documentation. Attendance Maintain regular, reliable, and punctual attendance. Safety Actively champion a culture of and commitment to workplace safety through everyday actions and leadership. Staff SSMCP Working Groups in coordination with the Program Manager. Perform additional duties as directed by the Program Manager. Education, Experience, And Other Requirements Bachelor’s degree in public administration, urban planning, communications, or a closely related field AND two (2) years of progressively responsible experience providing administrative support, project coordination, event management, or program administration, preferably within a governmental, military, nonprofit, or public‑sector organization. An equivalent of six (6) years experience will be considered. Prior military experience or experience working with the Department of Defense is preferred. Prior experience working at or with Joint Base Lewis-McChord is preferred. License & Certification Requirements A valid driver’s license with a driving record that meets an acceptable standard for safety at the point of hire and throughout employment in this position. Must be at least eighteen (18) years of age. Knowledge, Skills, and Abilities Executive administrative support practices and office management principles. Project coordination and organizational methods for managing multiple priorities and deadlines. Meeting planning, event coordination, and board or committee support. Professional business writing, correspondence, and document formatting. Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint. Website content management systems, social media platforms, and digital communication tools. Budget tracking, invoice processing, and basic financial recordkeeping principles. Customer service principles and stakeholder engagement techniques. Ability To Represent SSMCP professionally with executive leadership, military representatives, elected officials, partner organizations, and the public while fostering productive working relationships. Communicate effectively and professionally, both orally and in writing, including public speaking and presentations to diverse audiences. Produce polished, executive-level work products—including presentations, agendas, reports, newsletters, correspondence, meeting materials, and other professional documents. Demonstrating exceptional attention to detail and thoroughly proofreading all work for accuracy, completeness, consistency, grammar, formatting, and professionalism prior to submission. Independently anticipate organizational needs; prioritize, initiate, coordinate, and manage multiple concurrent assignments and projects in a fast‑paced environment while exercising sound judgment, adapting to changing priorities and interruptions, and consistently meeting established deadlines with minimal supervision. Demonstrate initiative, accountability, and follow‑through by independently advancing assignments to completion, proactively communicating progress, emerging issues, and potential impacts to schedules or deliverables, and requiring minimal supervisory direction. Analyze complex issues, evaluate impacts, and develop clear, concise recommendations and practical solutions. Respond promptly and professionally to inquiries from internal and external stakeholders while providing exceptional customer service. Build collaborative relationships and work effectively with diverse individuals, organizations, and partners to accomplish shared goals. Exercise sound judgment, discretion, and professionalism when handling confidential or sensitive information and representing the organization. Adapt to changing organizational priorities and work extended hours, evenings, or weekends as necessary to support meetings, events, and organizational commitments. Maintain regular, reliable attendance and provide dependable transportation for meetings, events, and other off‑site responsibilities. Work extended hours and weekends, as needed. Provide adequate transportation for meetings, events, and commitments off site. Maintain regular and reliable attendance required for the position.

WORK ENVIRONMENT

Primarily officeworkenvironment with travel to off‑site locations for meetings and events.

PHYSICAL ABILITIES

Constant use of sight, hearing, and speech abilities necessary to perform essential functions and communicate with others. Frequent fine finger manipulation and use of hands and arms in reaching/handling/fingering/grasping while operating office equipment and computers, preparing written documentation, handling paperwork, etc. Frequent sitting, may be extended at times, while doing desk activities. Frequent bending/twisting at waist/knees/neck while working at desk, worktable, or moving from sitting to standing position. Frequent standing in combination with walking (short distances) throughout work shift in office areas. Occasional pushing/pulling force up to 10 pounds opening doors, drawers, and moving materials. Requires mental acuity to ensure thorough mental analysis of situations in a fast‑paced environment. Ability to operate a motor vehicle for transportation to off‑site meetings and events. Works primarily indoors in a climate‑controlled office environment with low noise levels.

FLSA DESIGNATION

Non‑exempt, eligible for overtime

UNION AFFILIATION

AFSCME‑represented

EQUAL OPPORTUNITY

The City of Lakewood is proud to be an Equal Opportunity Employer that encourages, supports, and celebrates respect, empowerment, diversity, inclusion, and belonging for all. We welcome your contributions! Benefits Summary This is a summary of benefits and is not meant to be all inclusive. Please refer to Local 1938, Washington State Council of County and City Employees of the American Federation of State, County, and Municipal Employees collective bargaining agreement, City policies and plan booklets for details.

WORK HOURS

The normal work week is five consecutive days of not more than eight hours per day, exclusive of lunch period. City Hall is open to the public from 8:30 a.m. to 5:00 p.m. Where appropriate, alternative work schedules may be established, providing that not more than forty hours are scheduled per work week.

SALARY INCREASES

Step increases are granted annually upon successful completion of a performance evaluation until the maximum of the salary range is reached.

HOLIDAYS

Employees are granted the following paid holidays: New Year's Day M.L. King, Jr. Day Presidents' Day Memorial Day Juneteenth Independence Day Labor Day Veterans' Day Thanksgiving the day after Thanksgiving Christmas day Employees accrue one floating holiday on their anniversary date, which must be used within the following 12 month period. Holiday pay is pro‑rated for employees scheduled to work less than 40 hours per week.

PAID TIME OFF

Paid time off leave is a benefit granted to employees to continue normal compensation during approved absences. Leave may be accumulated for succeeding years; however, the maximum accrual may not exceed 1,100 hours at the end of the calendar year. Accrual Rate During the 1st year 200 hours of leave per year After the 1st thru 2nd year 208 hours of leave per year After the 2nd thru 4th year 216 hours of leave per year After the 4th thru 9th year 232 hours of leave per year After the 9th thru 14th year 264 hours of leave per year After the 14th thru 20th year 296 hours of leave per year After the 20th thru 29th year 312 hours of leave per year After the 29th year 320 hours of leave per year Paid time off leave accrual is pro‑rated for employees scheduled to work less than 40 hours per week.

SHARED LEAVE

If an employee exhausts all paid leave because of medical reasons, they may be eligible to receive donated paid time off leave from other employees.

MILITARY LEAVE

Employees who are members of any federal military reserve unit or the Washington National Guard will receive up to twenty‑one working days of paid leave during each year beginning October 1 and ending September 30, while engaged in active training duty or active duty. The City will maintain continuity of health benefits to employees' families when employees are ordered to involuntary active military duty. Military differential pay is available during active military duty of more than 30 days and for no longer than 24 months.

JURY DUTY LEAVE

Employees will be paid their regular compensation while serving on jury duty provided they forfeit the juror’s daily stipend to the City.

RETIREMENT PLAN

Employees and the City make contributions to the Washington State Department of Retirement Systems (DRS) Public Employees' Retirement System (PERS) Plan 2 or Plan 3. Under Social Security’s Government Pension Offset, any Social Security spouse’s or widow’s or widower’s benefits you may be entitled to will be reduced based on any pension you receive from the City’s retirement plan.

SOCIAL SECURITY REPLACEMENT

In lieu of Social Security, the City provides an alternative plan through the ICMA Retirement Corporation. The employee contributes 6.20% and the City contributes 4.77% of the employee’s salary. The employee’s investment choices range from conservative (low risk) to aggressive (high risk) opportunities. Employees are immediately 100% vested in the plan. Under Social Security’s Windfall Elimination Provision, any Social Security retirement or disability benefits you may be entitled to will be reduced based on any pension you receive from this replacement plan. Voluntary 457 Deferred Compensation Plan Participation in a 457 deferred compensation plan is available to employees through payroll deduction. This is an optional investment program. The City matches an employee’s contribution up to 3% of the employee’s base monthly pay rate.

VOLUNTARY FLEXIBLE SPENDING ACCOUNT

The Flexible Spending Account (IRS Section 125) is an optional tax savings program which is offered to employees annually. It allows employees to reduce taxable income by using part of their salary on a pretax basis to pay for out of pocket health care expenses and dependent care costs. The effective date of health insurance coverage is the first day of the month following hire.

MEDICAL INSURANCE

Three medical plans are offered to employees and dependents through the Association of Washington Cities (AWC): the Regence High Deductible Health Plan (with a health savings account), the Regence HealthFirst Plan ($250 deductible), and the Kaiser Permanente Plan ($200 deductible). Premiums are pro‑rated based on FTE status for part‑time employees. Employees may be eligible to opt out of medical insurance coverage to receive $3,600 annually (pro‑rated each pay period). Part‑time employees may be eligible to opt out to receive an equivalent pro‑rated amount.

EMPLOYEE ASSISTANCE PROGRAM

The Employee Assistance Program (EAP) is a voluntary, confidential resource available to employees, dependents and household members. The EAP provides professional counseling assistance in addressing a variety of concerns ranging from substance abuse to relationship issues. Premiums are paid by the City.

VISION INSURANCE

The Vision Service Plan (VSP) provides for annual eye examinations for employees and dependents. A $25 deductible benefit is provided for lenses, frames and contact lenses.

DENTAL INSURANCE

Washington Dental Service (WDS) Plan E insurance is provided through AWC. This is an incentive based plan - 70% to 100% of the cost for Class I and Class II benefits (routine exams, basic cleanings, x-rays, fillings, etc.) is covered. Class III benefits (crowns, inlays and onlays) are paid at 50%. The plan pays a maximum of $2,000 per individual annually for covered benefits. A separate orthodontia plan provides a one time orthodontia benefit of $1,000 for eligible children. The City pays the entire premium cost for full‑time employees and their dependents. Premiums for part‑time employees and their dependents are pro‑rated based on the employee's FTE status.

LIFE & LONG TERM DISABILITY INSURANCE

The City provides the following insurance coverage for employees through Standard Insurance (a copy of each plan certificate will be provided during orientation). The insurance is effective the first of the month following hire, unless an employee is hired on the first day of the month, in which case the coverage is effective immediately. Survivor Income Life Insurance A monthly survivor income benefit is paid to an employee's eligible spouse and children upon the employee's death. Prior to any reduction for Social Security survivor's benefits, a benefit amount equal to 30% of the employee's insured earnings is paid to the spouse or children, and 60% is paid if both spouse and children survive. BASIC LIFE INSURANCE/ACCIDENTAL DEATH & DISMEMBERMENT A benefit equal to the employee's annual salary rounded up to the next thousand.

LONG TERM DISABILITY (LTD)

Effective after 90 days of continuous disability. The maximum amount of the LTD benefit is 60% of earnings or $5,000 per month, whichever is less.

VOLUNTARY SUPPLEMENTAL LIFE INSURANCE

Employees may elect to apply for $30,000 to $300,000 in supplemental term life insurance coverage. Spouses may also be insured. Premiums are paid entirely by the employee.

VOLUNTARY SHORT TERM DISABILITY (STD)

Short term disability insurance provides benefit payments to help replace lost income when an employee is disabled due to a non‑occupational accident or illness. Pregnancy or its complications are covered provided enrollment in STD insurance is prior to conception. Benefits are payable for a maximum of 13 weeks. This benefit is offered to employees at the time of hire and annually thereafter. Additional Voluntary Insurance Plans Additional insurance plans are available to employees through AFLAC, such as accident/disability, cancer, dental and hospital intensive care. Interview Questions 01 02 03 04 05 06 07 08 Required Question #J-18808-Ljbffr City of Lakewood, Washington