Project Coordinator II - Grants/Programs

Prosper Portland; Portland (OR); On-site; USD 52,000 - 76,000; Full time

Job summary

Prosper Portland seeks a detail oriented, collaborative Project Coordinator II to support grant programs that contribute to healthy, complete neighborhoods and equitable prosperity for the city of Portland.

In this role, you’ll apply your skills in customer service, grants administration, and database management to ensure grant applications and agreements are processed timely and in compliance with guidelines.

Qualifications

• Four years of experience in project coordination, economic development, or related fields.
• Experience with grants administration, contract management, and data reporting.
• Proficiency with Microsoft Office; familiarity with Airtable or similar platforms.
• Strong communication, collaboration, and problem-solving skills.

Responsibilities

• Process grant applications and secure agreements.
• Manage assigned grant agreements from inception to closeout.
• Coordinate with relationship managers and grant project managers on administration.
• Provide service and technical support to businesses, non-profits, and external stakeholders.

Skills

Airtable

Customer service

Grants administration

Contract management

Process design & improvement

Data collection & reporting

Communication

Collaboration

Attention to detail

Time management

Tools

Airtable

Job description

Prosper Portland seeks a detail oriented, collaborative Project Coordinator II to support grant programs that contribute to healthy, complete neighborhoods and equitable prosperity for the city of Portland. In this role, you’ll apply skills in customer service, grants administration, and database management to help ensure grant applications and agreements are processed in a timely manner and in compliance with programmatic guidelines and regulatory requirements. You will work collaboratively with the Grants Team and community relationship managers to improve processes and assist with the generation of metrics and outcomes. The ideal candidate will have experience in Airtable or similar platforms, customer service, contract management, grant administration, process design and improvement, and data collection and reporting. This person will also have clear communication and listening skills, the ability to work collaboratively with multiple stakeholders, and flexibility to manage dynamic projects

Application Limit

This position will accept a maximum of 100 applications, regardless of the posted closing date. We highly encourage early submissions

Summary

This position plans, coordinates, implements, and provides on-going support for the Development team’s projects and programs, including the agency’s community development grants, that foster wealth creation for business owners of color, create vibrant neighborhoods and communities, and advance equitable prosperity.

Functions and Responsibilities

• Works collaboratively with the grant team to process applications and secure agreements.
• Manages assigned grant agreements from project inception/application through close out.
• Coordinates and collaborates with relationship managers and grant project manager on grant administration.
• Provides service and technical support to businesses, non-profits, and other external stakeholders/clients.
• Coordinates and assists with communications for projects and programs including website and video content generation, social media, marketing, and other agency correspondence.
• Coordinates and assists with events, community outreach, and engagement.
• Collaborates with and assists project teams and other stakeholders in planning, developing, and implementing projects and programs.
• Conducts technical research and analysis.
• Tracks information and data and assists with the generation of metrics and outcomes for programs.
• Prepares technical reports, visuals, spreadsheets, forms, surveys, scopes of work, contracts, agreements, and other materials.
• Creates, maintains, and organizes files, records, databases, logs, and agency resources.
• Monitors and ensures compliance and reporting requirements for programs.
• Drafts, sets up, reviews, distributes, and processes grants, scopes of work, contracts, and purchase orders.
• Processes and tracks payments and invoices; monitors contract/purchasing use; tracks corresponding budgets.
• Makes recommendations and participates in process and program improvements; coordinates or assists with their implementation.
• Handles the agency's special projects, committees, and other relevant duties as assigned.

Scope

• Operates under general supervision. Duties have routine characteristics although variations are common and often require different approaches to achieve goals. Receives general instruction on new assignments. Work is periodically reviewed.
• Makes decisions for routine, established, or process-oriented aspects of work. Decisions related to another stakeholder’s project/program or actions with significant legal, fiscal, political, or operational impacts require oversight.
• Decisions and errors in work can have a moderate legal, financial, political, or operational impact to the agency.
• Work involves a moderate level of complexity due to tight timelines, frequent interruptions, the need to prioritize multiple assignments and project tasks, limited resources, the interaction with external stakeholders and the need to use discretion in those interactions.
• Position has no supervisory responsibilities; however, may oversee the work of consultants, vendors, and/or train student staff.

Competencies

Putting People First, Inclusion & Collaboration

• Interpersonal Skills: Ability to build constructive and trusting relationships. Exercises active listening, tact, patience, and discretion.
• Mission-Driven Service: Ability to provide excellent service by demonstrating a people-oriented mindset and willingness to help. Ability to train and provide guidance to others.
• Teamwork: Ability to work with others inclusively and collaboratively. Works to resolve conflicts and build consensus.
• Communication: Effective use of both verbal and written communication. Ability to speak in public. Ability to organize, simplify, and report data and information.
• Cultural Curiosity and Reflection: Ability to learn and use culturally responsive practices to understand, communicate, and work with people across cultures and identities. Honors and embraces differences and models inclusivity in interactions and decisions.
• Advancing Equity: A demonstrated commitment to advancing social and racial equity and actively seeks out opportunities to do so. Ability to learn, understand, and apply the principles and practices of equity to work.

Excellence, Innovation & Learning

• Knowledge: Knowledgeable and skilled in the principles and practices of project management. Understanding of grant administration and the principles and practices of inclusive community development. Demonstrated knowledge of Microsoft Office and other software applications. Familiarity with business practices such as accounting, budgeting, and records management. Basic understanding of public administration.
• Continuous Learning: Openness to new ideas. Ability to ask for help and learn from experiences.
• Problem Solving: Apply research, analytical, and problem-solving skills to evaluate work and find smart solutions. Exercises sound judgement in carrying out responsibilities. Ability to interpret and apply law, policy, and procedure to work.
• Adaptability: Flexibility to respond to shifting and competing work demands. Perseveres in the face of obstacles.
• Planning and Organization: Ability to organize work, set priorities, and monitor work independently. Detail-oriented.
• Accountability: Takes initiative and responsibility for actions. Follows through on commitments and meets deadlines. Maintains confidentiality as appropriate.

Requirements

Minimum Education, Training and/or Experience

Four years of experience in any of the following areas: project coordination, economic development, community development, public administration, urban planning, community outreach, community development, or a closely related field. An Associate’s, Bachelor’s, or Master’s degree will substitute for up to one year of experience.

Physical Requirements

Position requires ability to remain in a stationary position for extended periods of time along with the ability to frequently move throughout the office and occasionally travel to jobsites and events. Position continuously uses a computer and other standard office equipment. Position must frequently communicate and interact with internal and external stakeholders via virtual and in-person meetings phone calls and in writing.

Working Conditions

Normal working hours Monday through Friday [8 AM – 5 PM] in a combination of in-person and remote work; however, additional hours may be needed to meet deadlines. Employees are required to work in-person every Tuesday, Wednesday, and an additional day every two weeks at minimum. Position may require travel to external meetings or events; travel out of the metro area although rare, may occur. Assigned work is sometimes politicized, shifting, and complex, which at times necessitates working under stressful conditions.