Project Coordinator II

POSITION PURPOSE:

The HART Project Coordinator II will support the PMO team by assisting with project and program management activities. Responsibilities include, managing status reviews, tracking decisions, maintaining change control documentation, supporting financial tracking, preparing executive status reports, and overseeing document management and quality assurance efforts. The coordinator may also perform research and support administrative projects, as needed. This role provides ongoing project support for the PMO, and key initiatives aligned with the strategic goals of the authority.

ESSENTIAL JOB FUNCTIONS:

• Assist in updating and maintaining project documentation and templates to ensure consistency across PMO projects.
• Provide administrative and scheduling support, including coordinating meetings, tracking action items, and assisting with project communications.
• Prepare meeting agendas, take notes, and distribute meeting summaries or follow-up tasks as needed.
• Maintain the PMO’s file structure and organize project-related documents and team assignments as directed.
• Manage the upload and download of project documentation on the SharePoint site, ensuring files are current and properly organized.
• Support special assignments and administrative tasks as directed by the PMO Director.

MARGINAL FUNCTIONS:

• Performs other work-related duties as assigned.

REQUIREMENTS:

Education and Experience:

• Associate's degree in related field; or in lieu of a degree, two (2) years of relevant experience may be substituted for each year of education, for a total of at least four (4) years related administrative or project support experience.
• Proficiency in MS Office applications, including Outlook, Excel, Word and SharePoint).
• Prior experience in government or public sector environment is preferred.

Machines, Tools, & Equipment Used:

• Ability to operate small office equipment.

Licenses/Certifications:

• Valid Florida Driver’s License or be able to obtain one within 10 days of hire or moving to the State of Florida.

QUALIFICATIONS:

Knowledge, Skills and Abilities:

• Ability to build strong working relationships and communicate accurately with a wide range of internal and external stakeholders.
• Ability to deliver results while maintaining professionalism and positive relationships with project sponsors and stakeholders.
• Ability to work in a dynamic environment and adapt to shifting goals, priorities, and stakeholder needs.
• Ability to analyze situations, identify problems and recommend appropriate solutions.
• Ability to interact professionally with HART staff, consultants, and other external partners.
• Stronge verbal, written and interpersonal communication skills.
• Ability to organize and prioritize work to meet deadlines.
• Ability to be flexible and work effectively as part of a team.
• Demonstrates a professional and positive approach in all interactions.

Physical Demands/Work Environment:

• Work is performed in a standard office environment.
• May be exposed to potentially intimidating and/or unreceptive members of the public; may occasionally be exposed to dangerous machinery, extreme weather conditions, extreme noise and physical harm.