Program/Project Coordinator I

Oklahoma State Government•Oklahoma City, OK

19h

About The Position

Positions in this job family are assigned responsibilities for coordinating program or project workflows, timelines, and deliverables that align with agency priorities and operational requirements. This includes identifying gaps, barriers, or delays that may delay operational success of the project or program. The functions performed in this job family will vary by level, unit and organization, but may include the following. Plans, directs, coordinates, or supports the program or project related work activities, tasks, and workflow among program or project staff, vendors, stakeholders, and affected department units. This may include oversight of the day-to-day progress of the program or project, initiatives, tasks and activities by monitoring the various timelines of the program or project components, the budget and purchasing processes, and other aspects of the program or project to ensure completion dates are met. Prepares, monitors, assists, or supports the budget and may perform or assist in the purchasing activities for the program or project. This may include approving claims for payment, reconciliation of invoices or other program or project documents related to the budget. Works with individuals and groups of people in different roles in the agency, external partners, customers, or vendors to gather, clarify and report information accurately on various aspects of the program or project. Serves as the liaison to team members, stakeholders, vendors, and affected agency staff. Maintains a log of questions and concerns about the program or project and provides data and information in response to inquiries. This may include collaborating with others to solve problems and communicate solutions effectively and clearly. Prepares or assists in the preparation of management reports and complex documentation pertaining to the program or project in a succinct and clear manner by using narratives, charts, tables, and graphs, to convey the purpose and status of the program or project. Provides status reports to the manager(s) on the health of the program or project throughout the life cycle. The reports should include the status, assigned tasks, budget and purchasing activities, identification of any potential risks that would cause delay, and other information required by agency policies, practices, or procedures. Documents processes and instructions to navigate the workflow of the program or project. Advises and assists in implementing programs or projects in accordance with department policies and timelines. Attends team meetings as requested. Levels are distinguished based on the complexity of assigned duties, the level of expertise required for completion of work assignments, and the responsibility assigned for the supervision of others. This is the basic or entry level of the job family where incumbents are responsible for performing basic and routine professional program or project activities or the assigned program or project building their skills in all aspects of coordinating the assigned program or project. This includes gaining proficiency in budgeting, purchasing, contracting, grant administration, and project management. Incumbents may serve as an assistant Program/Project Coordinator.

Requirements

Knowledge of the principles and practices of project management
Knowledge of federal and state laws and regulations relating to the administration of assigned program or project
Knowledge of agency and state financial and operational rules and procedures relating to budgeting, purchasing, contracting, grant administration, and of team or group dynamics.
Skill in report writing
Skill in presenting information to individuals at all levels in small to large settings
Skill in editing reports and presentations
Skill in establishing and maintaining effective relationships
Skill in managing competing priorities within the program or project.
Ability to coordinate activities and resources
Ability to communicate effectively, both orally and in writing
Ability to exercise good judgment in situation analysis and decision making
Ability to plan, direct, monitor, and review work others
Ability to analyze data and apply it effectively to the program or project
Ability to apply the principles and practices of team dynamics to ensure completion of tasks and the program or project.
Bachelor's degree OR an equivalent combination of education and relevant work experience substituting one (1) year of the required education for one (1) year of relevant work experience.

Nice To Haves

Preference may be given to candidates with experience in budgeting, purchasing, contracting, or other relevant working experience.
Some agencies may require a specific type of degree or course of study.

Responsibilities

Plans, directs, coordinates, or supports the program or project related work activities, tasks, and workflow among program or project staff, vendors, stakeholders, and affected department units.
Prepares, monitors, assists, or supports the budget and may perform or assist in the purchasing activities for the program or project.
Works with individuals and groups of people in different roles in the agency, external partners, customers, or vendors to gather, clarify and report information accurately on various aspects of the program or project.
Serves as the liaison to team members, stakeholders, vendors, and affected agency staff.
Maintains a log of questions and concerns about the program or project and provides data and information in response to inquiries.
Prepares or assists in the preparation of management reports and complex documentation pertaining to the program or project in a succinct and clear manner by using narratives, charts, tables, and graphs, to convey the purpose and status of the program or project.
Provides status reports to the manager(s) on the health of the program or project throughout the life cycle.
Documents processes and instructions to navigate the workflow of the program or project.
Advises and assists in implementing programs or projects in accordance with department policies and timelines.
Attends team meetings as requested.