IT Project and Administrative Coordinator

City of Durham•Durham, NC

4d•Hybrid

About The Position

Work, Serve, Thrive. With the City of Durham Advance in your career while making a real difference in the community you serve. The City of Durham's nationally recognized, award-winning Technology Solutions Department builds and aligns the City's information technology infrastructure so that departments can deliver a superior level of public service. Our team is recognized nationally by the Public Technology Institute, ICMA Center for Performance Measurement and Digital Cities Survey. If you can offer the skills to serve and the drive to keep complex work organized, bring your talent to Durham. The IT Project & Administrative Coordinator is a hybrid role within the City of Durham's Technology Solutions Department (TSD) that combines enterprise project coordination with high-level administrative support to department leadership. This position reports directly to the Financial Services Manager and works under the direction of assigned Project Managers and Assistant Directors. On the project side, the coordinator provides day-to-day administrative, coordination, and clerical support across one or more large-scale enterprise software implementations and other concurrent initiatives — scheduling and supporting meetings, capturing and distributing minutes and action items, maintaining project documentation and dashboards, and tracking deliverables and invoices. On the administrative side, the coordinator provides executive-level calendar, travel, correspondence, procurement, and timekeeping support to assigned TSD leadership and serves as the designated backup to the Executive Assistant to the CIO. The role requires sound judgment, strict confidentiality, and the ability to manage competing priorities across both project and executive portfolios in a fast-paced technology environment.

Requirements

Associate's degree in business administration, information technology, public administration, office management, or a directly related field.
Three (3) years of progressively responsible administrative, coordination, or project support experience, including at least one (1) year supporting senior-level management in a government, public-sector, or large organizational environment.
Or an equivalent combination of education and experience sufficient to perform the essential duties of the position.

Nice To Haves

Advanced proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams, SharePoint), with demonstrated ability to draft professional correspondence independently.
Prior experience supporting enterprise software implementation projects in a public-sector or similarly complex, multi-project environment.
Experience working within a state or local government setting.
Prior experience with timekeeping, payroll support, or temporary workforce tracking, including familiarity with NC OSHR guidelines governing intern hour limitations.
Experience with ERP systems (e.g., Tyler Technologies Munis, Oracle, SAP) or municipal financial management platforms.
Familiarity with public-sector procurement policies, travel regulations, and City of Durham administrative procedures.
Familiarity with project management tools and concepts (MS Project, MS Planner, Smartsheet, Jira, or similar).
Familiarity with product management concepts and Agile/Scrum ceremonies.
Strong minute-taking, documentation, and business writing skills.
Experience with invoice and deliverable reconciliation or basic budget/expenditure tracking.
Demonstrated ability to exercise discretion, maintain confidentiality, and manage competing executive priorities with minimal supervision.
Bachelor's degree in a related field.
Certified associate in project management (CAPM) or a comparable coordination/administration certification.
Excellent communication, interpersonal, and organizational skills, with strong attention to detail and a proactive, can-do approach.

Responsibilities

Perform daily coordination activities across multiple concurrent IT projects and provide dedicated administrative support to assigned Technology Solutions leadership.
Maintain detailed project calendars, schedules, and task trackers, and manage complex executive calendars, resolving conflicts and preparing briefing materials.
Schedule and prepare for recurring and ad hoc meetings; capture accurate minutes, decisions, and action items; and follow up to ensure timely completion.
Draft, compile, format, and distribute status reports, presentations, correspondence, and dashboards for internal and external audiences.
Arrange travel and process authorizations and reimbursements; assist with the reconciliation of invoices, purchase card transactions, deliverables, and supporting documentation, escalating discrepancies for resolution.
Administer timekeeping for temporary employees and interns, tracking hours against the annual cap and coordinating with Human Resources.
Relay communications among project managers, Assistant Directors, City departments, and vendors, and maintain organized records and repositories that provide accurate, timely reporting to Technology Solutions leadership.
Coordinates scheduling and calendar logistics for project teams, stakeholders, vendors, and assigned Technology Solutions leadership; sets up recurring and ad hoc meetings, prepares agendas, and reserves rooms and resources.
Manages and maintains complex, multi-layered calendars for assigned leadership (e.g., Assistant Directors), proactively resolving scheduling conflicts and preparing daily and weekly executive briefing materials.
Attends key project and leadership meetings; captures accurate minutes, decisions, and action items; distributes summaries in a timely manner; and tracks follow-ups through to completion.
Prepares, formats, compiles, and distributes reports, presentations, status updates, and dashboards for internal and external audiences on a regular cadence (e.g., weekly status, stand-ups, monthly and quarterly summaries).
Drafts, reviews, and proofreads official correspondence, memoranda, and presentations on behalf of assigned leadership; maintains organized electronic and physical filing systems for accurate record retention.
Maintains and organizes project documentation, artifacts, and repositories (e.g., SharePoint, Microsoft Teams, and shared folders); archives deliverables; and ensures records are complete, current, and accessible.
Supports product and project management activities across the project lifecycle, including maintaining backlogs, task boards, risk and issue logs, action item registers, and change request logs.
Tracks project schedules, milestones, and deadlines; monitors task status; and proactively alerts Project Managers to slippage, blockers, and upcoming due dates.
Arranges domestic and local travel logistics for assigned leadership — transportation, lodging, conference registration, and itineraries; processes travel authorizations and reimbursements in accordance with City policy and reconciles expenses against budget allocations.
Assists with reconciliation of invoices, purchase orders, and deliverables against contracts and project budgets; processes purchase card (P-Card) transactions, supply requisitions, and procurement documentation; supports vendor coordination and onboarding logistics; and escalates discrepancies for resolution.
Serves as the designated timekeeping administrator for temporary employees, student interns, and co-op workers assigned to TSD; submits and reconciles payroll each pay period in the City's ERP system (Tyler Technologies Munis or successor); tracks cumulative hours against the 1,200-hour annual cap; and issues proactive notifications to supervisors at the 80%, 90%, and 100% thresholds.
Coordinates with Human Resources and university/college internship program coordinators to ensure compliance with program requirements; maintains personnel files and onboarding documentation for interns, temporary hires, and project staff.
Serves as a first point of contact for inquiries directed to assigned leadership and project teams; triages and routes communications; monitors shared inboxes and channels; and acts as liaison among leadership, City departments, vendors, and community stakeholders.
Serves as the designated backup to the Executive Assistant to the CIO, assuming administrative support for the CIO's office during absences or peak periods to ensure uninterrupted executive operations across TSD.
Performs additional project and administrative duties as directed by the CIO, assigned Project Managers, or Assistant Directors.