Project & Change Management Coordinator

State of North Carolina

About The Position

The N.C. State Board of Elections is the statewide agency that supervises elections administration, enforces campaign finance requirements, and conducts associated investigations. The State Board ensures uniform implementation of state and federal election laws and appoints local officials serving on county boards of elections. The board is composed of 5 individuals appointed by the State Auditor from list of nominees submitted by the chairs of the two political parties having the highest number of registered affiliates. Agency staff are civil servants subject to the State Personnel Act. The Project Management Office (PMO) supports the planning, coordination, and execution of major agency initiatives, including large-scale software modernization projects, process improvements, and operational support activities. The unit partners closely with executive leadership, program areas, county boards of elections, and external vendors to ensure initiatives are delivered efficiently, transparently, and in alignment with agency priorities and statutory requirements. The Project Coordinator provides day-to-day coordination and operational support for major software modernization initiatives, including the Statewide Election Information Management System (SEIMS) and Campaign Finance Software projects. This role supports project managers by maintaining schedules, tracking deliverables, facilitating communications, and serving as a change champion—helping ensure consistent, timely, and effective communication between the State Board, county boards of elections, and vendors. The position also provides limited support for project-related budget tracking and assists with select operational functions as needed.

Requirements

Strong written and verbal communication skills, with the ability to convey technical and non-technical information clearly.
Ability to work effectively with diverse stakeholders, including state staff, county election officials, vendors, and leadership.
Professional, customer-service–oriented communication style.
Exceptional organizational skills with strong attention to detail.
Ability to manage multiple tasks, deadlines, and priorities simultaneously.
Experience supporting projects or initiatives with multiple stakeholders.
Working knowledge of Microsoft Excel, including use of formulas, tracking tools, and basic data analysis.
Comfort working with project documentation, tracking tools, and collaboration platforms.
Ability to learn and adapt to new software systems and tools.
Ability to support change management and promote adoption of new processes and systems.
Flexibility to support evolving project and operational needs.
Strong problem-solving skills and initiative.
Bachelor’s degree from an appropriately accredited institution and three (3) years progressively responsible experience related to the area of assignment; or an equivalent combination of training and experience.

Responsibilities

Provide coordination and administrative support for complex software and technology projects from initiation through implementation.
Assist project managers with planning, scheduling, tracking, and documenting project activities for SEIMS and Campaign Finance Software modernization efforts.
Maintain project schedules, task lists, issue logs, risk registers, and action items.
Coordinate meetings, prepare agendas, capture meeting notes, and track follow-up items.
Monitor project deliverables and milestones to support on-time and on-scope execution.
Support documentation of project requirements, decisions, and change requests.
Assist with testing coordination, training preparation, and implementation readiness activities.
Maintain organized project files and documentation in accordance with agency standards.
Serve as a change champion to support stakeholder engagement and communication throughout the modernization lifecycle.
Support development and execution of project communication plans.
Facilitate clear, consistent communication between the State Board, county boards of elections, and vendors.
Draft project updates, announcements, training notices, and guidance materials for internal and external stakeholders.
Assist with coordinating stakeholder briefings, demonstrations, and feedback sessions.
Track stakeholder questions, concerns, and feedback and ensure timely follow-up.
Promote adoption of new systems, processes, and tools by supporting training and outreach efforts.
Provide limited support for project-related budget monitoring and analysis.
Assist with tracking project budgets, expenditures, and forecasts.
Maintain budget tracking spreadsheets and support basic financial analysis using Excel.
Reconcile project invoices, purchase orders, and contract deliverables in coordination with project and fiscal staff.
Support preparation of budget status updates for project leadership.
Assist with documentation related to funding sources, including state and federal funds, as applicable.
Provide support for select operational and administrative functions as needed to support agency priorities.
Assist with procurement-related activities, including documentation tracking and coordination with procurement staff.
Support inventory management, fixed asset tracking, and surplus administration efforts, as assigned.
Maintain records and documentation related to assets, equipment, and operational resources.
Provide general administrative support to Business Operations team as needed.
Support continuous improvement efforts by identifying opportunities to improve coordination and documentation.