Project Coordinator - Business Operations

Pima County • Tucson, AZ

1d • Onsite

About The Position

The Project Coordinator is an important member of the administrative unit within the Business Operations Division of the Pima County Health Department, helping support the daily operational needs that keep Health Department divisions running smoothly. This position serves as a key internal partner to department staff by coordinating and assisting with purchasing computer equipment, software, and cell phones; maintaining inventory records for technology and mobile devices; processing fleet and motor pool vehicle requests; and supporting other essential operational workflows. This role also serves as a liaison with the Information Technology, Fleet Services, Facilities Management, and Project Design and Construction Department on behalf of Health Department divisions, helping move requests and projects forward through clear communication, follow-up, and coordination. The ideal candidate is proactive, organized, and solutions-oriented, with strong critical thinking skills and a team-focused approach. This position is well suited for someone who takes initiative, enjoys helping internal customers, pays close attention to detail, and can manage multiple responsibilities while maintaining a positive, service-oriented attitude. Through collaboration, sound judgment, and follow-through, the Project Coordinator helps strengthen internal operations and support the Health Department’s mission.

Requirements

• Bachelor’s degree from an accredited college or university with a major in a program-related field as defined by the department head at the time of recruitment AND one year of experience coordinating, monitoring, and/or administering program activities or providing professional level administrative support for a program or specialized work unit, or a related field as determined by the department head at the time of recruitment. (Relevant experience and/or education from an accredited college or university may be substituted.) OR: One year of experience with Pima County in an Administrative Specialist III or related position as determined by the department head at the time of recruitment.
• Valid driver license is required at time of application. Valid AZ driver license is required at time of appointment.
• The successful applicant will be subject to a 39-month DOT Motor Vehicle Record review to determine applicant’s suitability to operate county vehicles in accordance with Pima County administrative procedures.
• The County requires pre-employment background checks.
• This position will require post-job offer proof of immunization(s) or immunization(s) and/or a TB screening.
• Constantly operates a computer and other office equipment.
• Constantly observes details at a close range.
• Frequently remains in a stationary position.
• Occasionally travels to other locations.
• Occasionally sets up meeting rooms, moving chairs, computers, small furniture, and audio equipment.
• Action Activity - bending, climbing, kneeling, reaching, squatting, stooping; Motion Activity - grasping; Hearing Activity - in noisy areas, behind themselves; Speaking Activity - in person, on the phone, on a radio; Vision - must be able to operate a motor vehicle, distinguish colors, depth perception and peripheral vision

Nice To Haves

• Minimum one (1) year experience performing purchasing tasks such as processing requisitions, purchase orders, invoices, receivers, and or relieving encumbrances.
• Minimum one (1) year experience conducting and maintaining inventories.
• Minimum two (2) years experience providing clear, concise, and professional communication with internal customers, interdepartmental colleagues, and senior leadership.
• Minimum one (1) year experience processing motor pool and or fleet vehicle rentals.
• Experience with/knowledge of Excel, specifically experience using filters, formulas (IF, Vlookup, Xlookup, and True/False statements), and Pivot Tables.

Responsibilities

• Providing outstanding customer service for internal and external customers.
• Processing IT related purchase requests for internal customers and maintaining an inventory of hardware and software.
• Processing motor pool and fleet vehicle requests, maintaining and updating maintenance and mileage logs, and completing the safety reports and mileage reports.
• Updating the Health Department Intranet page and Business Operations SharePoint site.
• Tracking motor pool driver authorization forms and ensuring staff are up to date on training and required forms.
• Updating relevant Health Department Policies and Procedures related to information technology, fleet and motor pool, and any related business processes.
• Updating Health Department forms related to hardware and software purchases, fleet and motor pool vehicle usage, and any other necessary forms.
• Maintaining email inboxes.
• Serving as an Authorized IT Purchaser for the Health Department processing purchase requests and ensuring compliance with IT Purchasing policy and procedure.
• Serving as the liaison between internal Health Department Customers and the Fleet Services Department.
• Serving as the liaison between internal Health Department customers and the Information Technology Department.
• Serving as the liaison between internal Health Department customers and other departments such as Facilities Management and Project Design and Construction.
• Plans, organizes, and administers specialized departmental programs, setting priorities and ensuring alignment with organizational goals.
• Manages projects end-to-end, including budgets, timelines, contractor coordination, and workflow tracking to ensure timely and cost-effective delivery.
• Evaluates program effectiveness by developing and applying Key Performance Indicators (KPIs) and reporting measurable outcomes to management.
• May act as primary liaison to the Clerk of the Board and Board of Supervisors, coordinating agenda items, contracts, ordinances, and related communications.
• Establishes and maintains collaborative relationships with internal departments, external agencies, contractors, and stakeholders to support program coordination.
• Conducts program-related studies, analyzes data, and prepares reports, statistical materials, and actionable recommendations for leadership review.
• Coordinates and administers public and advisory committee meetings in compliance with state laws, including agendas, minutes, communications, and public postings.
• May write and develop the Advisory Committee Annual Report for submission to the Board of Supervisors.
• Manages records retention schedules, public records requests, and specialized databases to ensure compliance, accuracy, and accessibility of information.
• Oversees departmental assets, including technology and vehicles, and serves as Vehicle Coordinator to ensure accountability and proper utilization.
• Supports emergency preparedness efforts and performs field work as needed to assess project conditions and repair requirements.
• Provides comprehensive administrative and operational support, including contract documentation, meeting coordination, data entry, and general program assistance.

Benefits

• competitive salaries
• generous health insurance coverage
• retirement plans
• flexible work schedules
• generous family leave policy
• wellness programs
• opportunities for professional advancement through training programs, workshops, and educational reimbursement programs
• County-wide employee recognition program

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 1,001-5,000 employees