Project Coordinator

Company Description

A best-in-class city that attracts best-in-class talent, Philadelphia is an incredible place to build a career. From our thriving arts scene and rich history to our culture of passion and grit, there are countless reasons to love living and working here. With a workforce of over 30,000 people, and more than 1,000 different job categories, the City of Philadelphia offers boundless opportunities to make an impact.

As an employer, the City of Philadelphia values inclusion, integrity, innovation, empowerment, and hard work above all else. We offer a vibrant work environment, comprehensive health care and benefits, and the experience you need to grow and excel. If you’re interested in working with a passionate team of people who care about the future of Philadelphia, start here.

What we offer

• Impact - The work you do here matters to millions. 
• Growth - Philadelphia is growing, why not grow with it? 
• Diversity & Inclusion - Find a career in a place where everyone belongs.
• Benefits - We care about your well-being.

Agency Description

The Office of Innovation & Technology (OIT) is the central IT agency for the City of Philadelphia headed by the Chief Information Officer (CIO). OIT oversees all major information and communications technology initiatives for the City of Philadelphia - increasing the effectiveness of the information technology infrastructure, where the services provided are advanced, optimized, and responsive to the needs of the City of Philadelphia’s businesses, residents, and visitors. OIT responsibilities include: identifying the most effective approach for implementing new information technology directions throughout city government; improving the value of the city’s technology assets and the return on the city’s technology investments; ensuring data security continuity; planning for continuing operations in the event of disruption of information technology or communications services; and supporting accountable, efficient and effective government across every city department, board, commission and agency.

In partnership with the Office of the Chief Administrative Officer (CAO) and the Office of the Director of Finance, the Office of Innovation and Technology (OIT) is undertaking a major Citywide project to modernize core financial, grants, procurement, and supply chain business processes. This project (Optimize Procurement and Accounting Logistics Enterprise Resource Planning and Data Warehouse/Business Intelligence Tool, or “OPAL ERP and DW/BI project”) will replace the existing General Ledger and Procurement systems (i.e. FAMIS, ADPICS, ACIS, PHLContracts, etc.) that support these business processes and will enable the City to realize benefits such as reducing transaction processing time and effort, providing better access to information for reporting and analysis, and making it easier to onboard new employees into these functions.

Job Description

The Project Coordinator reports to the OPAL Project Manager under the Enterprise & Governance PMO. The Project Coordinator plays a crucial role in facilitating the successful execution of projects by providing comprehensive support to the project management team. Responsible for coordinating various aspects of project activities, this role involves effective communication, organization, and the ability to multitask. The Project Coordinator ensures that all project components are aligned and progressing according to plan.

Essential Functions

Deliverable Coordination:

• Assist and supervise current project workflows and coordinate all team members to keep workflow on track.
• Manage the deliverable approval process.
• Evaluate potential problems and technical hitches and develop solutions.
• Manage project-related paperwork by ensuring all necessary materials are current, properly filed, and stored.

Meeting Coordination & Documentations:

• Schedule and coordinate project meetings, ensuring that agendas are set and distributed in advance.
• Document key discussions, decisions, and action items from meetings.
• Manage project-related paperwork by ensuring all necessary materials are current, properly filed, and stored.

Metrics & Reporting:

• Establish and maintain project-level Key Performance Indicators (KPIs)
• Monitor, evaluate, and regularly report on project status to OPAL Product leadership.

Competencies, Knowledge, Skills and Abilities

Knowledge:

• Project Management Basics: Understanding of project management principles, methodologies, and best practices, and related tools