Sr. Project/Ops Coordinator On Site (2 positions: One in Phoenix and One in DC Office)

WestEd • Washington, DC

8d • $80,000 - $100,000 • Hybrid

About The Position

The Senior Project Coordinator supports Project Managers and Project Directors in managing workflows across a portfolio of state education agency engagements. Projects vary in length and complexity, and the coordinator may work across several moderately complex projects or proposals, planning, launching, and monitoring tasks involving multiple stakeholders. The role operationalizes plans, proposals, and scopes of work by developing schedules, trackers, materials, and well-run meetings and events. It requires flexibility to contribute to planning, deliverable production, and event logistics as project needs change.

The coordinator reports to the Talent Manager and partners closely with project leads and other project coordination staff across the Center for Education Systems. The position may be based near WestEd’s Phoenix, Arizona, or Washington, DC, office, with remote work flexibility for day-to-day convenience. Occasional in-person availability and travel, including multi-day trips, are required; travel is expected to be approximately 25–30%.

The role allocates approximately 55–60% of time to project coordination, 25–30% to materials production and in-person event support, and 5–10% to coordination-team goals and initiatives. WestEd’s salary range for this level is $80,000–$125,000, with a typical hiring range of $80,000–$100,000. Offers consider factors including education, experience, internal equity, and organizational needs. Visa sponsorship is not available; candidates must be authorized to work in the United States. New hires undergo criminal background checks, fingerprint validation, and education verification, and offers are contingent on a clear background check in accordance with applicable law.

Requirements

• Bachelor’s degree or equivalent professional experience.
• Experience coordinating or managing workflows for moderately complex projects, ideally in public-sector, education, or professional-services consulting settings, including work with fully remote or distributed teams.
• Experience working alongside subject-matter experts and translating their approach into an operational plan that a wider team can execute.
• Hands-on experience running logistics for in-person meetings, workshops, or multi-day convenings.
• Direct experience interacting with clients and external partners.
• Advanced proficiency in Microsoft Office, including Word, Excel, and PowerPoint, and strong spreadsheet skills.
• Proficiency in Smartsheet, Asana, or comparable project management software, including the ability to build and maintain trackers, dashboards, and templates.
• Comfort using common web-based business tools and managing virtual meetings such as Zoom.
• Ability to perform deliverable quality control, including proofreading, formatting, and brand compliance.
• Flexible, proactive approach to shifting between tasks and supporting the team beyond a narrowly defined lane.
• Strong team orientation and willingness to support colleagues and shared goals.
• Ability to pursue work with tenacity, flexibility, and persistence amid complex, uncertain, or changing circumstances.
• Ability to learn on the job, give and receive constructive feedback, and grow into new responsibilities.
• Careful attention to detail across documents, schedules, and logistics.
• Good writing ability and command of the English language.
• Excellent interpersonal and communication skills.
• Authorization to work in the United States; visa sponsorship is not available.

Nice To Haves

• Experience with on-site meeting facilitation.
• Location in proximity to WestEd’s Phoenix, Arizona, or Washington, DC, office is preferred.

Responsibilities

• Draft project plans, schedules, and trackers for Project Director review and keep them current as priorities and sequencing change.
• Conduct quality assurance reviews of agendas and meeting materials, draft recaps for standing team meetings, and assist with meeting facilitation.
• Build effective relationships with internal staff, clients, and partners, and respond to changing needs and circumstances.
• Monitor workflow progress and issues, keep leadership informed, and escalate risks in a timely manner.
• Oversee and contribute directly to producing presentations, reports, and participant materials, including formatting, proofreading, and quality-checking deliverables.
• Assist with preparing and monitoring consultant and subcontractor contracts and reviewing related documents.
• Lead production of meeting and workshop materials, including assembling, formatting, printing, and quality-checking participant-facing documents and presentations.
• Coordinate end-to-end logistics for in-person client meetings, workshops, and multi-day working sessions, including venues, room setup, catering, registration, and travel.
• Provide on-site support and troubleshoot logistics during convenings so facilitators and content leads can focus on session content.
• Follow established processes and protocols to support consistency, and participate in collaborative process improvement when appropriate.
• Participate in Coordination/Management team improvement initiatives.
• Assist with onboarding and training new team members on tools and protocols.
• Travel approximately 25–30% to support in-person client meetings and convenings, including multi-day trips.

Benefits

• 15% contribution toward retirement beginning on the first day of employment, immediately 100% vested.
• Pre-tax Flexible Spending Accounts and a Health Savings Account option.
• Health and welfare benefits effective the first of the month following the hire date.
• 19 days of PTO, increasing to 21 days beginning in the third year of employment.
• 12 paid holidays.
• Life insurance valued at three times gross salary, up to a maximum of $500,000.
• Opportunities for annual merit-based performance increases and annual incentives.
• Professional development opportunities and a mentorship program.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior