Downtown Development Authority Operations and Projects Coordinator

DDA Operations & Projects Coordinator

JOB TITLE:                 Downtown Development Authority (DDA) Operations & Projects Coordinator

CLASSIFICATION:    Non-Exempt

DEPARTMENT:        Planning and Development

SUPERVISOR:          Downtown Development Authority (DDA) Executive Director

SALARY:                           $48,096 to $57,715 Annually

GENERAL JOB DESCRIPTION                                                                                                  

The Operations & Projects Coordinator supports the DDA Executive Director by coordinating internal operations, tracking projects, and ensuring timely execution of initiatives. This role works closely with staff, vendors, and City departments to execute DDA programs and projects related to public improvements and investment in the Downtown District. Responsibilities include process improvement, project documentation, basic financial tracking, and contributing to the overall success of downtown revitalization efforts.

PRIMARY DUTIES AND RESPONSIBILITIES   

Project & Program Coordination

• Assist with the implementation, tracking, and evaluation of DDA programs, campaigns, capital projects, grant-funded initiatives, and community events through coordination with consultants, contractors, City staff, and community partners.
• Develop and manage timelines, task lists, and work plans to ensure projects are delivered efficiently, on schedule, and within scope.
• Track deliverables and milestones; document outcomes to support internal records and reporting requirements.

Administrative, Operational & Systems Support

• Help develop and refine internal processes and systems that improve the efficiency, consistency, and scalability of DDA programs and operations.
• Maintain and update internal systems and collaborative tools (e.g., Google Workspace, Monday.com) for project tracking, vendor coordination, and grant reporting.
• Monitor compliance checklists, deadlines, and contract requirements tied to grant funding and reporting obligations.
• Track project-related expenses and coordinate documentation for audits, reimbursements, and financial oversight.
• Support procurement processes, contract compliance, and grant-related administrative tasks.
• Prepare  internal communications, meeting summaries, agendas, memos, reports, and status updates for the Executive Director and external partners.

Engagement & Events

• Assist in organizing and executing workshops, listening sessions, and public events with high attention to detail.
• Ensure follow-through and accountability for multi-phase projects involving community engagement and public input.
• May be required to attend events and meetings outside a typical workday, including evenings and weekends.

SECONDARY DUTIES AND RESPONSIBILITIES

Executive & Board Support

• Help manage timelines, calendars, meetings, appointments, and deadlines for the Executive Director and key projects.
• Ensure timely follow-up on action items and commitments for the Executive Director and Board.
• Coordinate logistics for Board meetings, including preparation of agendas, packets, and minutes.

Communications & Stakeholder Engagement

• Assist marketing staff in drafting, preparing, and distributing stakeholder communications with clarity and professionalism.
• Support website content updates and email communications in collaboration with the marketing