Project Support Coordinator chez City of Hampton, VA

About the Department

Performs duties under the direct supervision of the Chief Deputy of Administration, Chief Deputy of Security and the Chief Deputy of Operations. The Project Support Coordinator is responsible for the coordination, status reporting, documentation of project-oriented work efforts and plans, and grants coordination that support the mission of the Hampton Sheriff’s Office (HSO). The incumbent works closely with the HSO Leadership team and staff to prepare comprehensive action plans, including resources, timeframes and budgets for projects. Pursuant to §15.2–1603 of the Code of Virginia incumbent is appointed at-will and serves at the pleasure of the Sheriff.

Position Duties

The Project Support Coordinator is responsible for the coordination, status reporting, and documentation of project-oriented work efforts, and plans that support the mission of the Hampton Sheriff’s Office (HSO). The incumbent works collaboratively within and outside the organization, and draws upon the expertise of the HSO leadership team and community stakeholders to ensure that goals are met in a timely and cost-effective manner. 

• Develops, maintains and communicates project documentation, including project definition, schedules, milestones and resource plans.
• Facilitates/attends team meetings to identify and resolve issues impacting project success.
• Develops and amends project plans and documentation as needed throughout the project, adapting the approach, timelines and deliverables as needed based on foreseen and unforeseen events to ensure the success of the projects.
• Produces and documents project requirements from key stakeholders.
• Communicates with HSO leadership and appropriate stakeholders project status, issues and/or concerns.
• Ensures timely completion of projects. Develops contingency plans for projects.
• Provides quality assurance to project deliverables.
• Ensures projects are completed within budget and other resource constraints.
• Serves as the primary liaison for the agency's grant programs. Reviews and evaluates grant funding opportunities that have the potential to further organizational goals and objectives.
• Ensures compliance with all requirements of grant programs. Conducts appropriate research, prepares and submits grant applications.
• Maintains an updated listing of grant opportunities and disseminates as needed to appropriate agency leaders.
• Prepares reports for the use by the HSO leadership team.
• Drafts meeting materials, including agendas and minutes.
• Schedules, prepares for and conducts follow-up tasks associated with various meetings
• Assist with research requests
• Acquires and maintains a detailed knowledge of HSO policies, procedures, goals and strategies and keeps up-to-date with relevant agency developments
• Performs other job-related duties as assigned.

Minimum Qualifications

• Ability to learn applicable computer application skills 
• Ability to work in MS Office (including Word, Excel, Power Point, MS Project) or other related software to develop/maintain databases, spreadsheets, budgets, and other information, and a superb customer service approach.
• Ability to read and comprehend the federal, state and city codes and compliances.
• Ability to interact and work with a wide range of people
• Ability to react to frequent changes in duties and volume of work
• Effective communication skills
• Ability to listen empathetically
• Ability to logically organize details
• Ability to lead and support a wide array of projects to successful conclusion
• Analytical, research and organizational skills
• Detailed-oriented; possess a professional attitude, able to work a flexible schedule.
• Must have strong written and verbal communications skills.  Must be highly organized, and a self-motivator.
• Ability to establish and maintain effective working relationships with associates, supervisors, other agencies and the general public.
• Knowledge of project and program management principles 
• Able to deliver effective results, meet tight deadlines
• Demonstrated grant writing/management preferred
• Ability to read and comprehend laws, ordinances and orders
• Maintains composure under adverse conditions 
• Establishes and maintains effective working relationships with other employees, officials and citizens from a variety of racial, ethnic and economic backgrounds
• Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals
• Makes sound decisions
• Utilize good public relations skills
• Use good leadership skills
• Prioritize tasks
• Properly operate authorized city vehicles

Education and Experience 

Bachelor’s degree in business or a related field of study. A minimum of two (2) years of experience in project coordination/project management or similar role. Experience may substitute for education on the basis of one year of appropriate experience for each year of education.

Other Qualifications

Performance Standard   

All Employees are expected to follow all Federal, State and local laws; effectively work together to meet the needs of the community and the organization through work behaviors demonstrating the expectations of the Hampton Sheriff’s Office. Employees are also expected to lead by example and demonstrate the highest level of ethics.

ADDITIONAL REQUIREMENTS    

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