Project Coordinator

Position: Project Coordinator
Status: Full-time, Exempt
Department: Finance Office
Reports to: Chief Business Officer (CBO)

Position Overview

St. Paul’s School seeks a highly organized and proactive Project Coordinator to support the Chief Business Officer in managing special projects and day-to-day business operations across key departments, including Human Resources, Finance, and Campus Safety. This role requires a professional who excels in project management, communication, and cross-functional collaboration to ensure that all projects are delivered on time, within scope, and align with the institution's strategic goals. The Project Coordinator will work closely with senior leadership and department heads to provide operational support, assist with project planning and execution, and ensure smooth coordination across departments.

Key Responsibilities

Project Management & Coordination

• Collaborate with department heads in HR, Finance, and Campus Safety to plan, organize, and execute special projects.
• Develop and maintain detailed project plans, timelines, and deliverables to ensure projects stay on track.
• Manage project logistics, including scheduling meetings, preparing agendas, and tracking action items.
• Coordinate cross-functional teams to ensure clear communication and alignment on project goals.

Support for Business Operations

• Assist in day-to-day business operations within HR, Finance, and Campus Safety as directed by the CBO.
• Prepare regular status reports, ensuring timely updates on project progress and operational developments.
• Conduct research and data collection to support decision-making in the areas of resource allocation, process improvement, and operational efficiency.
• Monitor and track key performance metrics for ongoing projects and business operations, identifying opportunities for improvement.

Communication & Documentation

• Draft and edit project-related communications, reports, presentations, and other documentation for senior leadership and department heads.
• Ensure accurate documentation of project deliverables, meeting minutes, and action plans.
• Facilitate communication between departments to ensure seamless collaboration on joint initiatives.

Administrative Support

• Assist in the preparation and review of contracts, agreements, and project budgets.
• Organize and maintain files related to special projects, business operations, and compliance initiatives.

Qualifications

• Bachelor’s degree in Business Administration, Project Management, or a related field.
• 2-4 years of experience in project coordination, administrative support, or operations management, preferably in an educational or nonprofit environment.
• Excellent organizational and time-management skills, with the ability to manage multiple priorities simultaneously.
• Strong written and verbal communication skills, with the ability to engage and collaborate effectively with stakeholders at all levels.
• Demonstrated experience in creating project plans, timelines, and progress reports.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and project management software (e.g., Smartsheet, Trello, Asana).
• Ability to work independently and as part of a team, displaying a high level of initiative and accountability.
• Strong attention to detail and problem-solving skills.

Preferred Qualifications

• Experience in the education sector or working within an independent school environment.
• Knowledge of HR, Finance, and/or Campus Safety operations.
• Project Management Professional (PMP) certification or equivalent.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform 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, would occasionally be required to stand, walk, sit, reach with hands and arms, climb or balance, stoop or kneel, talk, and hear, and use fingers and hands to feel objects, tools, or controls.
• Specific vision abilities required include close vision, distance vision, depth perceptions, and the ability to adjust focus.
• Must occasionally lift and/or move up to 25 pounds.

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.

• Primarily, a standard office environment.

To Apply

St. Paul’s School encourages applications from candidates who support the School’s commitment to creating a diverse and inclusive living and working environment.  For consideration, please submit a cover letter and resume with this application.   

St. Paul's School is proud to be an equal opportunity employer and has a strong commitment to the principles of diversity.  St. Paul's School does not discriminate on the basis of race, creed, ethnic origin, disability or sexual orientation, and complies with applicable laws for the protection of civil rights.