Supervising Project Coord

Job Description

The Project Coordinator will provide high-level administrative support to the Planning and Engineering Office within the California High-Speed Rail (CAHSR) Program. This role requires a highly organized and resourceful individual with strong administrative skills and the ability to prioritize tasks in a fast-paced environment. The ideal candidate will demonstrate adaptability to change, excellent verbal and written communication skills, and a collaborative mindset. Team building, professionalism, and strict confidentiality are essential, as is the ability to manage multiple responsibilities efficiently.

Position Responsibilities

• Prepare and track Travel Request Forms, and Travel Expense Claims
• Compiling Travel Details, Booking Coordination, Revisions
• Complete Expense Reports for Task 10
• PRF Forms: Requisition Forms, Compiling Candidate Information, Tracking Package completion, Approval Changes:

• • PRF – Track each step of PRF process
  • Requisition Forms – Track all submitted Requisition Forms for available positions
  • Onboarding – projected start date and actual start date
  • Offboarding – update all offboarding activities
  • Scheduling Candidate Interviews

• Filling, printing, calendaring, coordination, document quality control, other admin tasks
• Lead complex and diverse administrative assignments seeing them from conception to completion
• Support other administrative support staff as project continues to grow in size and scope
• Coordinates conferences and/or events including meeting room reservations and logistics, A/V, meals, preparing meeting materials and can include attending the meetings and taking notes. Collaborating with other departments on special engagement projects. This could also entail some travel to meeting locations
• Provide assistance with change management process and tracking
• Meets regularly with Task Lead to review status of projects; plan key events, meetings, and upcoming travel; and prioritize open action items
• Creates and maintains presentations, correspondence, reports, spreadsheets, and other necessary documents in response to and in anticipation of task lead needs. Maintains well-organized digital and hard copy files and records for efficient retrieval of data or information when needed
• Interacts and communicates with all levels within the PDS team as well as CHSRA; develops effective networks with peers, as well as external professional groups
• Anticipate business needs, be proactive, troubleshoot problems and take initiative
• Manages and maintains calendar in Microsoft Outlook, including assisting with scheduling, within limits and at his/her discretion; applies understanding of priorities in scheduling meetings
• Ensure that project correspondence and documentation are handled according to a prescribed format
• Other related duties may be assigned

Basic Job Requirements

• A combination of education and directly related experience equal to ten (10) years; some locations may have additional or different qualifications in order to comply with local requirements
• Ability to communicate effectively with audiences that include but are not limited to management, coworkers, clients, vendors, contractors, and visitors
• Job related technical knowledge necessary to complete the job
• Ability to attend to detail and work in a time-conscious and time-effective manner

Other Job Requirements

• Strong proficiency and knowledge of computer software, including Microsoft Outlook, Teams Microsoft Word, PowerPoint, SharePoint and Microsoft Excel
• Ability to communicate effectively with audiences that include but are not limited to management, coworkers, clients, vendors, contractors, and visitors
• Job related technical knowledge necessary to complete the job
• Ability to attend to detail and work in a time-conscious and time-effective manner

Preferred Qualifications

• Experience composing and preparing correspondence and reports
• Demonstrated excellent verbal and written communication skills, and experience
• Experience managing multiple and changing demands, details, and deadlines