Project Coordinator

Job Description

Job Title: Project Coordinator
Department: Administration
Reports To: CEO
FLSA Status: Exempt
Prepared Date: December 2025

Position Description

The Project Coordinator is an administrative, detail-driven role responsible for organizing, tracking, and supporting cross-departmental projects that advance the mission and strategic priorities of Eddy House. This position is responsible for select operational functions and ensures seamless coordination of major organizational initiatives.

The Project Coordinator manages timelines, workflows, calendar-driven deliverables, and project documentation across the organization. This role facilitates meetings, tracks deadlines, and supports teams in following through on assigned tasks, fostering accountability and efficiency. The position does not supervise staff or make programmatic decisions, but it plays a key role in maintaining clear communication, project alignment, and consistent follow-up across departments.

Essential Job Functions

Project Management & Coordination

• Coordinate and support organization-wide projects assigned by the CEO, including strategic plan implementation, system improvements, development initiatives, and operational workflows.
• Create, maintain, and communicate project timelines, task lists, and deliverables for multi-disciplinary projects.
• Monitor progress toward deadlines; proactively follow up with team members and communicate status updates to leadership.
• Develop project workflows and lead times in collaboration with relevant staff to ensure smooth and predictable execution.

Meeting Support & Communication

• Schedule, prepare for, and facilitate project-related meetings; send agendas, take accurate notes, and track follow-up items.
• Ensure cross-departmental communication is clear, timely, and accessible.
• Prepare summaries, reports, or documentation for the CEO, Lead Team, Development Team, or Board as needed.

Strategic & Organizational Priorities

• Maintain and track progress of the organizational strategic plan, including milestones, reporting, and accountability.
• Serve as the coordinator for annual development and marketing timelines (e.g., Annual Report, End-of-Year and End-of-Fiscal-Year campaigns, content calendars, and related deliverables).
• Assist with preparation, editing, and coordination of Board reports and organizational dashboards.

Systems & Process Improvement

• Support implementation of new systems and organizational tools (e.g., ADP staff-wide adoption).
• Assist with process mapping and documentation to streamline workflows and increase operational efficiency.
• Collaborate with teams to identify barriers in project execution and offer solutions or improvements.

Cross-Department Collaboration

• Work closely with the Lead Team, Development, Program, Finance, and Operations staff to ensure coordinated efforts across the organization.
• Hold staff accountable to project deadlines while fostering positive communication and a solutions-oriented approach.
• Provide excellent internal customer service by supporting teams with project organization and clarity.

Stakeholder Interaction

• Occasionally support donor or partner-related projects when coordination or documentation is required.
• This role is not youth-facing and does not provide direct services.

Other Responsibilities

• Perform related duties as assigned by the CEO.

Requirements / Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Minimum Qualifications

• Minimum 3 years of experience in project coordination, administration, operations, or related fields with increasing responsibility.
• Experience in a nonprofit environment preferred but not required.
• Proficiency with Microsoft Office, or other project management tools, Salesforce or similar databases, Slack, and web-based platforms.
• Strong written and verbal communication skills with the ability to communicate clearly, professionally, and with diplomacy.

Skills & Competencies

• Exceptional organization, attention to detail, and time management.
• Ability to manage and track multiple deadlines across departments.
• Strong interpersonal skills and the ability to build trust and rapport with colleagues at all levels.
• Demonstrated ability to facilitate meetings, maintain documentation, and follow through on tasks.
• High level of confidentiality, professionalism, judgment, and problem-solving ability.
• Ability to set effective goals, create structured workflows, and adapt processes as needed.
• Ability to read, write, and prepare clear reports, notes, and correspondence.
• Ability to apply common-sense understanding to carry out written and verbal instructions.

Physical Demands

The physical demands described here are representative of those that must be met to successfully perform essential job functions. Reasonable accommodations may be made.

While performing the duties of this job, the employee is regularly required to sit, stand, use hands, walk, talk, hear, and use vision to work with computer equipment and documents. Must be able to lift up to 25 pounds on occasion. Noise level is typically low.

The position is primarily sedentary with occasional exposure to heat, cold, or temperature changes.

Disclaimer

This job description is not intended to be all-inclusive. Employees may perform other related duties as negotiated to meet the ongoing needs of the organization. Eddy House reserves the right to change, add to, or subtract from the duties outlined at any time, with or without advance notice.

Job Type: Full-time

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person