Project Coordinator - City of Philadelphia

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.

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 (Microsoft Suite)
• Documentation and Reporting: Proficiency in creating and maintaining project documentation and reports.
• Communication Skills: Effective written and verbal communication skills for clear and concise communication with team members and stakeholders.
• Time Management: Understanding of time management principles to prioritize tasks and meet deadlines.
• KPIs: Knowledge of how to gather and manage key performance indicators.

Skills:

• Organizational Skills: Strong organizational skills to manage multiple tasks, priorities, and deadlines.
• Coordination and Collaboration: Ability to coordinate tasks and collaborate effectively with team members, stakeholders, and external partners.
• Problem-Solving: Strong problem-solving skills to address issues as they arise and find effective solutions.
• Attention to Detail: A keen eye for detail to ensure accuracy in project documentation and deliverables.
• Adaptability and Proactivity: Ability to adapt to changing project requirements and unexpected challenges.
• Teamwork: A collaborative mindset to work well within a team and contribute to a positive team culture.

We care more about what you can do than where you learned how to do it. That said, a bachelor’s degree is a good foundation for the work, and/or job-related experience around the competencies above is acceptable as well. The ideal candidate will have at least two years of experience with project management as well as working on and/or leading project teams. 

TO APPLY: Interested candidates must submit a resume.

Salary Range: $70,000 - $75,000

Discover the Perks of Being a City of Philadelphia Employee:

• Transportation: City employees get unlimited FREE public transportation all year long through SEPTA’s Key Advantage program. Employees can ride on SEPTA buses, subways, trolleys, and regional rail for their daily commute and more.
• Parental Benefits: The City offers its employees 6 weeks of paid parental leave.
• We offer Comprehensive health coverage for employees and their eligible dependents.
• Our wellness program offers eligibility into the discounted medical plan
• Employees receive paid vacation, sick leave, and holidays
• Generous retirement savings options are available
• Pay off your student loans faster - As a qualifying employer, City of Philadelphia employees are eligible to participate in the Public Service Loan Forgiveness program. Join the ranks of hundreds of employees who have already benefited from this program and achieved student loan forgiveness.
• Unlock Tuition Discounts and Scholarships - The City of Philadelphia has forged partnerships with over a dozen esteemed colleges and universities in the area, ensuring that our employees have access to a wide range of tuition discounts and scholarships. Experience savings of 10% to 40% on your educational expenses, extending not only to City employees but in some cases, spouse and dependents too!

Join the City of Philadelphia team today and seize these incredible benefits designed to enhance your financial well-being and personal growth!

*The successful candidate must be a city of Philadelphia resident within six months of hire

Effective May 22, 2023, vaccinations are no longer required for new employees that work in non-medical, non-emergency or patient facing positions with the City of Philadelphia. As a result, only employees in positions providing services that  are patient-facing medical care (ex: Nurses, doctors, emergency medical personnel), must be fully vaccinated.

The City of Philadelphia is an Equal Opportunity employer and does not permit discrimination based on race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, source of income, familial status, genetic information or domestic or sexual violence victim status. If you believe you were discriminated against, call the Philadelphia Commission on Human Relations at 215-686-4670 or send an email to faqpchr@phila.gov.

For more information, go to: Human Relations Website: http://www.phila.gov/humanrelations/Pages/default.aspx