POSITION SUMMARY:
Under the direction of
the Director of Capital Programs, the Program Coordinator is responsible for
working with the supervisors, project managers and staff within Capital Programs
to ensure departmental information management and reporting across the
organization; specifically, supporting seamless communications internally and
effective communications with external stakeholders. The incumbent coordinates
and monitors activities between the department’s internal teams to ensure
compliance with the overall department’s strategic goals of timeliness and
adherence to all policies and procedures. The Program Coordinator also provides
a high level of project awareness and tracking to inform the Director and supervisors
of trends and issues in overall performance and project progression.
DUTIES and RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
Attends
planning, procurement, fiscal, design and project management team meetings to
monitor their individual team action items, track the overall department
program delivery schedule and coordinates required activities between teams;
Participates
in weekly meetings with the Director and supervisors to provide progress
reports on the individual teams’ deliverables, reviews the critical milestones
of the program schedule, and assists in determining the prioritization of
actions that best support the department’s strategic goals;
Attends
senior staff meetings, records minutes, updates agenda with each teams’ action
items and provides relevant progress reports and tracking data;
Collects
and manages program schedule data and provides progress reports to the Director;
attends external meetings and provides reports as required to communicate the
status of project delivery and responds to requests for information from the
Interagency Commission for School Construction (“IAC”), internal stakeholders (Superintendent,
COO, Board of Education, etc.), Prince George’s County Government; community
members, and other stakeholders, as necessary;
Facilitates
and monitors compliance with state and local regulations in regards to approval
processes, information management, project initiation and close-out, and
reporting; assists in providing auditors with requested data and information;
Develops,
monitors and maintains the official project status database report, analyzes
information to provide critical information on trends and project progression
and ensures accuracy of information;
Develops
and maintains a report that tracks procurement activities and status;
Reviews
and assists in drafting internal policies and procedures for the department,
coordinates publications and availability to staff in the form of an electronic
manual, and monitors adherence;
Maintains
the Capital Programs web page with accurate, up-to-date and useful information
for internal and external stakeholders;
Assists
in the development and implementation of information management systems
including electronic and hard copy systems to include filing and document
management; monitors effectiveness of information management systems and
compliance with procedures;
Monitors
the overall utilization of consultant planners, designers, inspectors and contractors
assigned to the projects;
Prepares
required periodic reports pertaining to the status of projects, assists in developing
reports and communications with stakeholders as needed, including responses to
requests for information;
Assists
in development and production of major reports, including the Educational
Facilities Master Plan, the Capital Improvement Plan, the department Work Plan,
the department Quarterly Report, the Procurement Report and the Change Order
Report; and
Performs other duties as assigned.
QUALIFICATIONS:The requirements listed below are representative of the knowledge, skill, and/or ability required.
Ability
to work efficiently and effectively with other governmental agencies and
community groups;
Ability
to initiate correspondence and prepare professional reports;
Ability
to plan, implement and evaluate;
Ability
to develop effective work standards and schedules;
A
strong work ethic and flexible mindset, with the ability to pick up new skills
and adapt to changing work requirements;
Strong
experience with human relations;
Strong
written, verbal and computer communications;
Effective
problem identification, problem-solving and decision-making abilities;
Knowledge
of, and comfort with Microsoft Office Suite software including Access, Excel,
Word, and PowerPoint;
Well-organized,
detail oriented and attention to accuracy is critical; and
Prepared
to work in a fast-paced environment with multiple tasks ongoing at the same
time.
EDUCATION and/or EXPERIENCE REQUIREMENTS:
Bachelor’s degree from
an accredited college or university in planning, business administration, project
management, or a related field required; Masters degree preferred. Knowledge of and
previous experience in construction management and/or construction procurement
is preferred.
CERTIFICATION REQUIREMENTS:
None Required.
SUPERVISORY RESPONSIBILITIES:
No direct supervisory responsibilities.
PHYSICAL DEMANDS:
The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to stand, talk, hear, walk, sit, and use fingers, tools or controls. The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl. Specific vision abilities required by this job include close vision such as to read handwritten or typed material, the ability to adjust focus, and depth perception. While performing the duties of this job, the employee may occasionally push or lift up to 25 lbs.
WORKING ENVIRONMENT:
The work environment characteristics are representative of those an employee encounters while performing the essential functions of the job.
ADDITIONAL INFORMATION:
None.