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Project Coordinator, Office of Chief of Staff
Location : Minnesota, Minneapolis
Refer job # JIVS337662

Job Responsibilities and Requirements: Under general supervision, responsible for providing project management and operations support to the Chief of Staff and the Office of Communications, Engagement and External Relations. ESSENTIAL FUNCTIONS --Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This list is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and duties performed by incumbents of this class. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function. Essential duties and responsibilities MAY include, but are not limited to, the following: Provides project management support for the Office of the Chief of Staff and the Office of Communications, Engagement and External Relations Manages administrative/operational workflow; coordinate activities, resources, equipment and information; assumes administrative requirements and details. Maintains projects calendars and schedules, and coordinates department meetings. Responsible for edits and processing projects memoranda, reports, and technical documents Supports communication across organizational unit(s); ensures distribution and receipt of project updates and information from various sources that are essential for operational objectives/programs. Assists in the preparation of project reports for notification of interested parties and leadership. Prepares and submits specific mitigation plans for projects; presents such plans to concerned individuals and groups. Documents, maintains current records, notes and related information in electronic and manual files. Assists with the coordination of financial review activities with internal and external parties; assists with administration of assigned budget(s); tracks project/program costs, scheduling and progress for purposes of avoiding scheduling conflicts. Serves on a variety of committees and task forces related to the projects to which assigned; represents Chief of Staff as required. Provides administrative/operational assistance to work group. Exercises initiative in performing duties and resolving problems. Provides information and assistance to MPS staff, visitors and others having business with the Chief of Staff and the Office of Communications, Engagement and External Relations; resolves problems and customer service inquiries within scope of authority. Maintains required files and records; may process invoices, purchase requests, expense reimbursements, special requests, leave requests and payroll. Assists in developing goals, objectives, policies, procedures and work standards for the department. Demonstrates courteous and cooperative behavior when interacting with students, clients, visitors, and MPS staff; acts in a manner that promotes a professional and effective workplace environment Enthusiastically promotes the Superintendent s goals and priorities in compliance with all policies and procedures. Maintains absolute confidentiality of work-related issues, records, and MPS information. MINIMUM QUALIFICATIONS EDUCATION, TRAINING AND EXPERIENCE GUIDELINES Bachelor s Degree in public or business administration, or a closely related field; AND three (3) years of operational/administrative project support experience; OR an equivalent combination of education, training and experience as determined by Human Resources. KNOWLEDGE OF: MPS administrative policies, including accounting, budgeting, and personnel rules. Principles and practices of program and project management. Basic budgetary practices and terminology Professional standards for business correspondence, writing, spelling and grammar. Business and personal computers, and spreadsheet software applications. Principles of record keeping, records retention, records management, and file maintenance. SKILL IN: Planning, prioritizing and completing assignments with minimal supervision. Researching, collecting, analyzing, and preparing data, and generating reports. Responding professionally, effectively and efficiently to customer service requests. Establishing and maintaining effective working relationships with co-workers and clients. Operating a personal computer utilizing specialized software, and entering information into a computer system with speed and accuracy. Using initiative and independent judgment within general policy guidelines Communicating effectively verbally and in writing. Contributing effectively to the accomplishment of team or work unit goals, objectives and activities. Establishing and maintaining effective working relationships with those contacted in the course of the work LICENSE AND CERTIFICATION REQUIREMENTS A valid Minnesota State Driver s License may be required.



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