Project Coordinator

Job Title: Project Coordinator (2 Positions)

Department: Capital Planning

Reports To: Program Manager

FLSA: Non-Exempt

Grade: 8

JOB SUMMARY

The MSBA’s Program Team supports the administration of procedures for districts to file a Statement of Interest (SOI), meet the requirements of the Eligibility Period, and adhere to the timelines and deliverables for the Feasibility Study/Schematic Design and Construction Administration phases.

The Project Coordinator reports to the Program Managers and works with the Director of Program Management to interact and manage all internal and external reporting and communicating for the Capital Planning Department.

The Project Coordinator administers all Capital Planning processes and procedures associated with the MSBA grant program.

The Project Coordinator will assist the Program Managers with the management of multiple proposed and MSBA approved building projects through project completion and closeout.

The Project Coordinator participates in district communication and supports the Team’s review and processing of district submittals for both the Accelerated Repair Program and the Core Program.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Serve as an initial point of contact for local officials regarding the MSBA grant program process.
• Track all correspondence for assigned projects between the MSBA and school districts.
• Assist with Statements of Interest communications and the review of incoming Statements of Interest submittals to the MSBA for the Accelerated Repair Program and the Core Program
• Monitor the progress of school districts invited into the Accelerated Repair and Core Programs. Report on issues impacting school districts while completing processes in accordance with the established timelines, and work with others to remedy complications as appropriate.
• Ensure all project activities are coordinated between local officials and the MSBA departments, as appropriate.
• Prepare written correspondence, letters, and/or e-mails to school districts.
• Meet and communicate with local school and municipal officials during the planning, study, and construction of approved school projects. Guide meetings to explain and maintain schedule and budget and ensure compliance with MSBA guidelines and funding agreements.
• Support the intake and administration of Capital Planning’s mail logging for incoming and outgoing correspondence in MSBA and Capital Planning systems, as well as distribution for the department.
• Coordinate between MSBA project managers and local officials regarding the selection of project consultants in accordance with MA state law and MSBA program regulations and enter executed contracts and amendments into the MSBA system to support the reimbursement process.
• Participate in administering meetings necessary to support consultant selection such as the OPM Review Panel and/or the Designer Selection Panel.
• Assist in the review and preparation of funding agreements, schedules, and change order reviews.
• Assist Project Managers in the review of feasibility studies and completion of schematic designs in accordance with the budget and schedule agreed upon in the Feasibility Study Agreement.
• Support districts approaching the Facilities Assessment Subcommittee meetings for review of preferred solutions for proposed projects.
• Schedule and occasionally participate in project site visits.
• Provide as requested support to Senior Project Coordinators, Program Managers, Capital Program Managers/Senior Capital Program Managers, Director of Program Management, Director of Project Management, and Director of Capital Planning.
• Respond to employee and management inquiries as needed.
• Perform other duties as assigned.

REQUIRED EDUCATION, KNOWLEDGE AND SKILLS

• Bachelor’s degree in a related field.
• 1-2 years professional and business administrative experience.
• Strong verbal and written communication skills. Demonstrated ability to gather, analyze, and present complex information in a clear, concise and understandable manner. Excellent interpersonal skills and phone etiquette.
• Ability to provide high level customer service to local officials, in a professional, service oriented, and respectful manner.
• Ability to multitask and prioritize using strong organizational skills.
• Ability to work both independently and as part of a team.
• Ability to maintain confidentiality regarding sensitive information at every level.
• Proficiency in Microsoft Office 365 software applications, including Excel, PowerPoint, Word, Teams, and Outlook. Experience with SharePoint or similar file sharing platform.
• Ability to work in-office at least 2 days per week.
• Ability and willingness to occasionally travel to project sites.

PREFERRED EDUCATION, KNOWLEDGE AND SKILLS

• Applicable project management and/or program experience preferred.
• Knowledge of Massachusetts municipal government, as well as experience working with federal, state, county, or local government highly preferred.

This job description is intended to be general and will evolve over time. The description is subject to periodic updating. At management’s discretion, the employee may be assigned different or additional duties from time to time.