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Job Title: Project Coordinator
Division: Community and Economic Development
Supervisor: Director of Community and Economic Development
Supervises: None
Position Type: Part-Time, Temporary (not to exceed 99 hours per month)
EEO Code: 02
FLSA Status: Non-Exempt
Salary Range: $25 - $35 per hour DOE

General Summary:

The Project Coordinator provides administrative, organizational, and operational support for a variety of projects and initiatives across the organization. This position assists with planning, coordinating, implementing, monitoring, and documenting projects to help ensure activities are completed efficiently, accurately, and within established timelines.

The Project Coordinator works collaboratively with staff, leadership, partner organizations, vendors, contractors, and other stakeholders. Because projects may vary considerably in size, subject matter, funding source, and complexity, the position requires adaptability, strong organizational skills, attention to detail, and the ability to manage multiple priorities simultaneously.

General Duties and Responsibilities:

Assist with the planning, coordination, implementation, and monitoring of organizational projects and initiatives.
Maintain project schedules, timelines, task lists, milestones, and other project management documentation.
Track project deadlines, deliverables, assignments, and outstanding items and provide appropriate follow-up.
Coordinate meetings, conference calls, workshops, public meetings, and other project-related activities.
Prepare agendas, meeting materials, presentations, correspondence, reports, meeting notes, and other documentation.
Communicate with staff, partner organizations, governmental entities, vendors, contractors, consultants, and other stakeholders regarding project activities.
Collect, organize, review, and maintain project records and supporting documentation.
Assist with the preparation and administration of grants, contracts, agreements, applications, reports, and related materials.
Monitor project requirements and assist staff in maintaining compliance with applicable policies, procedures, contracts, grant requirements, and deadlines.
Assist with procurement activities, including obtaining quotes, maintaining purchasing documentation, coordinating with vendors, and tracking orders or services.
Assist with tracking project expenditures, invoices, reimbursements, budgets, and other financial documentation in coordination with appropriate staff.
Conduct research and gather information necessary to support projects, programs, funding opportunities, and organizational initiatives.
Maintain electronic and physical project files in an organized and accessible manner.
Develop and maintain spreadsheets, databases, tracking systems, project dashboards, and other tools used to monitor project activities.
Assist with preparing progress reports, performance measures, project summaries, and other required reports.
Coordinate follow-up activities resulting from meetings, project reviews, inspections, or other project-related activities.
Identify potential scheduling, documentation, communication, or administrative issues and bring them to the attention of appropriate staff.
Assist with community outreach, stakeholder engagement, special events, and public-facing project activities as needed.
Support the development of informational materials, presentations, reports, and communications related to organizational projects.
Provide general administrative and project support to leadership and other staff as assigned.
Coordinate special projects and organizational initiatives that may fall outside established programs or departments.
Perform other duties as assigned.

Minimum Qualifications:

A bachelor's degree in business administration, public administration, project management, communications, planning, finance, or a related field; or an associate degree in a related field with at least one year of relevant professional experience.

Experience in project coordination, grant administration, governmental or nonprofit programs, administrative support, community development, or a related field is preferred.

An equivalent combination of education, training, and relevant professional experience may be considered in lieu of the stated educational requirements.

Specialized Skills, Knowledge and Abilities:

Strong organizational and time-management skills.
Ability to manage multiple projects, assignments, and deadlines simultaneously.
Strong written and verbal communication skills.
Excellent attention to detail and accuracy.
Ability to work independently while also functioning effectively as part of a team.
Ability to establish and maintain effective working relationships with coworkers, partner organizations, public officials, vendors, contractors, and members of the public.
Ability to follow established policies, procedures, and project requirements.
Ability to identify problems, gather relevant information, and assist in developing practical solutions.
Ability to maintain confidential and sensitive information appropriately.
Proficiency with standard office technology, including word processing, spreadsheets, email, presentations, and electronic file-management systems.
Ability to learn new programs, regulations, funding requirements, and project-management processes.
Flexibility and willingness to assist with a wide range of projects and organizational needs.

Working Conditions:

Much of the work is performed in a business office although travel within the five-county area is required. Must be available for occasional overnight travel for training and planning meetings outside the service area.

Effort:

Must be able to see, hear, speak, and drive. Intermittent sitting, standing, sorting and reaching. Light lifting is required. Requires concentration and memory to recall specifics of meetings and commitments.

Machines, Tools and Equipment:

Equipment typically used includes a personal computer, printer, copier/scanner, and operating a motor vehicle. The usage of Microsoft 365 products is must.

Agency Expectation Statement:

In the performance of their respective tasks and duties all employees are expected to:

Be knowledgeable and follow all policies and procedures set by FIVCO ADD.

Support the overall work and functions of FIVCO ADD.

Interact professionally with customers/clients, other employees, outside agencies and community.

Show commitment to the community, and accountability and ownership of work.

Work effectively as a team contributor on all assignments.

Work independently while understanding the necessity for communicating and coordinating work efforts with other employees and organizations.

Perform quality work within deadlines with or without direct supervision.

Date Created: 10.08.2026 Date Revised:

*FIVCO ADD reserves the right to revise and/or alter this job description as needed. The job description is intended to describe the general content and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, requirements or responsibilities.

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