Project Coordinator (Communications) Jobs

The Project Coordinator reports to the Deputy Chief Communications Officer and is responsible for coordinating cross-departmental communications projects across multiple agencies (Caltrain, SamTrans, TA, ELJPA). This role is critical in ensuring smooth operations within our highly matrixed organization and will support timely delivery of work product related to strategic goals. The Project Coordinator will also contribute to improving management processes to increase efficiency and effectiveness.

MINIMUM QUALIFICATION

Sufficient education, training, and experience to demonstrate the knowledge and ability to successfully perform the essential functions of the position. Development of the required knowledge and abilities is typically obtained through but not limited to:

• Bachelor's degree in Communications, Business, Project Management, or related field.
• Two (2) years of project coordination or project management experience, ideally within a matrixed organization.

PREFERRED QUALIFICATIONS

• Ability to work collaboratively with a wide range of stakeholders, exhibiting excellent interpersonal skills.
• Proven ability to manage multiple projects simultaneously and prioritize tasks based on organizational goals.
• Project Management Professional (PMP) certification or similar.
• Ability to navigate and coordinate efforts within a multi-stakeholder environment.
• Experience with change management processes and principles.
• An adaptive and flexible mindset, capable of managing uncertainty and changing priorities.
• Proficiency in Microsoft Project, Jira, or other project management tools.
• Exceptional verbal and written communication skills, and the ability to effectively communicate complex information to various audiences.
• Experience in the public transportation sector or with public sector agencies.
• Proficient in the use of project management software and tools.
• Strong problem-solving skills, attention to detail, and a high level of accuracy.

ESSENTIAL FUNCTIONS & DUTIES

• Resolve project-related issues and identify project risks, developing and executing mitigation plans as needed.
• Develop comprehensive project plans, monitor progress, and make necessary adjustments to meet deadlines and deliver on objectives.
• Liaise between project stakeholders across agencies and departments, keeping internal teams on track.
• Coordinate and manage timelines and delivery of multiple concurrent communications projects from initial concept through final implementation.
• Facilitate cross-departmental communication and collaboration, ensuring alignment on project objectives, timelines, and deliverables.

EXAMPLES OF DUTIES

• Track project performance, specifically to analyze the successful completion of short and long-term goals.
• Perform all job duties and responsibilities in a safe manner to protect oneself, fellow employees, and the public from injury or harm. Promote safety awareness and follow safety procedures to reduce or eliminate accidents.
• Perform other duties as assigned.
• Propose improvements to project management processes and tools to increase efficiency and effectiveness.
• Maintain and enforce chain of command for projects in-progress.
• Attend meetings to ensure timely project delivery and avoid deadline slippage.
• Utilize SharePoint effectively and manage requests for SharePoint sites as they relate to project starts and stops.
• Maintain the “Communications Matrix” within SharePoint of all projects and their current status and due dates.

SELECTION INCLUDES

The selection process may consist of an evaluation of the applicant’s qualifications, panel interview, and/or internal Department interviews. Upon completion of the selection process, an offer of employment may be conditionally based upon the successful completion of employment and education verification and criminal background check.

SamTrans celebrates diversity and is committed to creating an inclusive and welcoming workplace environment. We are an Affirmative Action/Equal Opportunity Employer. Minorities, Women, Persons with Disabilities and Veterans are encouraged to apply.

EMPLOYMENT BENEFITS

For further benefit details go to: https://www.samtrans.com/jobs

Holidays: Seven (7) paid holidays, plus up to four (4) floating holidays per year

Time Off: Paid Time Off: 26 days per year

Cafeteria Plans: Medical, dental, vision care, group life insurance, and more

Transportation: Free transportation on Caltrain for employees and free bus transportation to employees and qualified dependents

Retirement: Social Security and California Public Employees Retirement Systems (CalPERS)

• Classic Members – 2% @ 60 benefit formula, 3-year average of highest compensation
• New Members – 2% @ 62 benefit formula, 3-year average of highest compensation of highest compensation