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Project Coordinator

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July 7, 2023
Davis, California
Job Type


We are currently working on a long term Project Coordinator contract role for our client located in Davis, CA.


The Project Coordinator supports vital projects and programming in the Financial Services unit. Key responsibilities including assisting in coordinating key systemwide professional development programs, webinars, partnerships, initiatives and conferences.  The  Project Coordinator will manage coordinating arrangements for meetings and events, maintaining multiple calendars, planning and booking travel, assisting with documentation and tracking of vendors, suppliers, and contractors in the Procurement process. In addition, they will support communications and logistics within the unit. 

The candidate is expected to function as an integral part of a fast-paced team, have a proactive approach to work and problem-solving, and facilitate the smooth flow of work.

Project and Event Planning: Coordinate and support logistics for conferences, webinars professional development and trainings for leaders and external stakeholders

Coordinate related arrangements such as catering, reserving conference rooms and hoteling workspaces and presentation equipment

Ensure agenda preparation and the distribution of materials for various meetings, webinars and conferences

Prioritizes issues according to urgency to allocate time accordingly

Scheduling and Communications: Coordinate and maintain multiple calendars in a timely and flexible manner to accommodate competing and high priority meetings, calls, and issues

Schedule meetings, appointments, and conference calls for team members.

Update and maintain current and accurate list-servs and rosters of internal and external stakeholders


  • Must have strong project and program management skills
  • Must have knowledge of financial transactional processes,  and be proficient in Concur and Oracle
  • Minimum of 2 years of progressively responsible experience performing a range of administrative functions
  • Active listening skills to ensure that important points are noted and clearly communicated
  • Experience performing a range of administrative functions including event management, calendaring, travel and meeting arrangements, correspondence, reception, records processing and other admin support tasks
  • Proficiency in PC operating environment, with excellent skills in Microsoft Office Suite including Word, Excel, PowerPoint and SmartSheet
  • Strong verbal and written communication skills
  • Demonstrated ability to compose business correspondence using appropriate format, language and grammar
  • Must be highly organized with an ability to multitask in a fast-paced dynamic environment, maintain workflow and meet deadlines
  • Experience in working with diverse communities, constituents, stakeholders, and clients
  • Demonstrated ability to receive and follow general and specific verbal and written instructions with an ability to follow through on assignments with minimal supervision
  • Customer service orientation with ability to respond effectively and in a timely and business-like manner to questions and/or requests for assistance
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