Special Projects (SMART GRANT) Coordinator

Summary of Job

Special Projects (SMART Grant) Coordinator to the Executive Director/CEO will use the Executive Support position on the current organization chart for position availability purposes. Supervisory reporting will be through the CEO. This position performs professional administrative services to the Executive Office and support to the Executive Director/CEO needed for SMART grant administration as a primary duty and may also, through the CEO, provide Executive Office Support as needed to the Chief of Staff/Board Administrator.

This position works with moderate latitude with initiative and independent judgement. Takes the lead on special program/projects assigned by the Executive Director/CEO. The Special Projects (SMART Grants) Coordinator relieves the Executive office of clerical work, routine administrative and business detail by performing the following duties:

Essential Job Functions:

• Assist in coordinating internal/external meeting events to include catering (i.e. staff meetings, work sessions, and special events directly related to the CEO office)
• Perform drafting of administrative reports
• Works closely and effectively with the CEO and Chief of Staff to keep him/her informed of upcoming office commitments.
• Conducts special studies on administrative and operational concerns.
• Serves as a backup to the office of Board support services; reviews PowerPoint presentations and other meeting materials for presentations at the meetings, and handles the mechanics of the PowerPoint equipment.
• Ensure that records pertaining to the executive office activities are properly maintained and file system organized.
• Assist with managing the utilization of departmental conference/training rooms and coordinate calendar of availability.
• May receives, routes, and distributes mail; prepares and distribute mailings; receives a variety of documents, reviews, stamps, verifies accuracy, processes, and notifies appropriate individual or department.
• Build and maintain positive working relationships with co-workers and the public using principles of good customer service.
• May answer telephones and responds to questions/complaints, take messages, and/or refers to appropriate personnel, department, or agency.
• Researches and obtains various documents as needed to answer inquiries, resolve problems, or advise as appropriate

Special Projects/SMART Grant Administration:

• Manage special projects, meet deadlines to ensure accuracy and on time completion of program scheduling
• Use independent professional judgement to determine appropriate course of action, referral, and/or response on behalf of the assigned program officer.
• Track, follow-up on all correspondence data, and requests utilizing program management software program
• Serves as the project-program records management representative; keep records of documents specific to the program and according to the record retention policy
• Prepares and/or provides statistical reports to the CEO and maintains reporting data as requires to ensure the CEO’s progress toward achieving special program objectives and goals.
• Coordinates and provides logistical support for special projects and initiatives as assigned by the CEO and provides research for same.
• May assist in conducting research on complex transportation issues related to planning and technology
• Identifies and assists in resolving issues affecting special project/SMART Grant
• Performs with excellence other duties as assigned.

Supervisory & Operational Authority:

• N/A

Compliance:

• Responsible for completing all mandatory training classes.
• Responsible for reviewing and complying with all CAT policies, procedures and directives.

Education & Experience:

A Bachelor’s Degree; or three to five years of increasingly responsible administrative support experience in a transit agency; or equivalent combination of education, training, and experience sufficient to successfully perform the essential duties of the job such as those listed above.

Proven success in organizational transformation resulting in improved efficiency, effectiveness and enhanced brand value is a plus.

Knowledge, Skills & Abilities:

• Individual must have a strong working knowledge, or ability to quickly gain knowledge of transit agency requirements at governmental level; federal, state, and local program-projects and the FTA/GDOT requirements for grant related projects
• Excellent coordination and people skills, including the ability to establish and maintain working relationships with management, elected officials, leadership of other government agencies, CAT retained contractors and consultants as well as with other public and private organizations.
• Skilled in written and spoken communication of administrative and technical data with strong grammar/spelling knowledge sufficient to screen own work as well as that of others; must be able to create, develop, and deliver accurate and reporting.
• Ability to communicate effectively, orally and in writing with sensitivity, passion and a focus on unity and equity.
• The ability to develop and translate strategic vision into plans for implementation and execution.
• Excellent interpersonal skills, capable of relating effectively to a diverse range of people.
• A career track record that shows stability within an organization and the capacity to develop and nurture relationships that culminate overall success.
• Ability to be technologically savvy, and use resources necessary to make the organization more efficient and competitive.

Safety Requirements & Notifications:

Chatham Area Transit Authority is a public transit service provider governed by requirements of the Federal Transit Administration (FTA) and Department of Transportation (DOT).

Due to the nature of some work performed at the CAT some jobs are classified as ‘Safety Sensitive’ and are subject to random testing for drug and alcohol use. All offers for employment are required to undergo pre-employment and possible random drug testing. If test shows a positive result your application for employment will be rejected, or if hired, employment may be terminated.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly exposed to outside weather conditions. The employee is frequently exposed to moving mechanical parts. The employee is occasionally exposed to fumes or airborne particles. The noise level in the environment is moderate.

DISCLAIMER STATEMENT: The above statements are intended to describe the general nature and level of work performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so qualified.

Chatham Area Transit Authority is an Equal Opportunity Employer.

It is the responsibility of the applicant to disclose true and accurate information on their account profile and/or resume. Falsification of this information may lead to your disqualification from vacancy consideration and/or termination of employment.

Drug-Free work environment

Job Type: Full-time

Pay: $45,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person