Job Title: Project Coordinator

Department: Communications & Marketing

Supervisor: Communications & Marketing Manager

Hiring Range: $46,743 - $54,127

Union Position: Yes

Benefits: Yes 

Hours: Full Time 

Opening: October 10, 2023

Closing: October 24, 2023 at 9pm

Position Summary

Under the direction of the Communications and Marketing Manager, the Project Coordinator helps identify tasks, scope, and deliverables for major events, projects, and communications and marketing initiatives to ensure that work is identified and carried out on time and on budget. 

Essential Duties and Responsibilities include the following; other duties may be assigned:

• Produce detailed project plans for incoming projects, working with project and event leads to identify project tasks, scope, and deliverables. Ensure that appropriate collaboration points are built into project plans.
• Work with AADL staff to coordinate assigned projects in all phases of the delivery process; including kickoff, scoping, and delivery.
• Set the expectations for the project teams at large, communicating clear benchmarks, clarifying deliverables, and prioritizing tasks.
• Develop detailed project plans based on schedule, scope, and timeline constraints.
• Monitor project timelines, communication milestones, and deadlines.
• Report project status to managers and applicable teams.
• Prepare accurate, thoughtful status reports and track action items, uncertainties, and issues.
• Ensure that data is captured accurately and monitored regularly in financial and resource management tools.
• Ensure that all deliverables are reviewed for quality internally prior to production.
• Escalate project issues and risks to supervisors and managers.
• Schedule meetings in a timely manner. When attending meetings, take comprehensive and accurate notes and distribute to team.
• Seek information needed to troubleshoot issues, escalate uncertainties to managers, and support team to implement agreed-upon solutions.
• Support the delivery of high-quality work on time and on budget.
• Collaborate with team members to craft and redefine processes to create new efficiencies and/or a better end product.
• Support AADL partnerships by providing regular updates on projects and facilitating conversations vital to project success.
• Work with vendors and manage requisitions in AADL’s finance tool. 
• Work on other projects and assignments as assigned.

Minimum Qualifications include:

• Bachelor’s degree from a four-year college or university; or related experience and/or training; or equivalent combination of education and experience.
• Work experience in a role where project coordinating was a major part of the position.
• Strong project management skills including the ability to organize work, set priorities, and handle multiple tasks while maintaining strong attention to detail. Must be flexible and willing to work in situations with multiple deadlines.
• Knowledge and experience using work management software like Airtable, Notion, Monday.com, and similar products.
• Skilled in utilizing a variety of office software applications (including database and Microsoft Office applications).
• Strong public service commitment and positive attitude.
• Ability to collaborate with Library staff throughout the organization.
• Ability to work independently and as part of a team with accuracy and attention to detail.
• Ability to communicate effectively in a friendly and courteous manner.
• Strong listening skills and an ability to communicate design ideas to others. 
• Ability to work with vendors to procure pricing, materials, process, and delivery of various goods.

Preferred Qualifications include:

• GLAM (galleries, libraries, archives, museums) or nonprofit event production experience.
• Two years of work experience in a role where project coordinating was a major part of the position.
• A deep understanding and working knowledge of Airtable.