Project Coordinator - Business Operations

Project Coordinator

The Project Coordinator is an important member of the administrative unit within the Business Operations Division of the Pima County Health Department, helping support the daily operational needs that keep Health Department divisions running smoothly. This position serves as a key internal partner to department staff by coordinating and assisting with purchasing computer equipment, software, and cell phones; maintaining inventory records for technology and mobile devices;

processing fleet and motor pool vehicle requests; and supporting other essential operational workflows.

This role also serves as a liaison with the Information Technology, Fleet Services, Facilities Management, and Project Design and Construction Department on behalf of Health Department divisions, helping move requests and projects forward through clear communication, follow-up, and coordination.

The ideal candidate is proactive, organized, and solutions-oriented, with strong critical thinking skills and a team-focused approach. This position is well suited for someone who takes initiative, enjoys helping internal customers, pays close attention to detail, and can manage multiple responsibilities while maintaining a positive, service-oriented attitude. Through collaboration, sound judgment, and follow-through, the Project Coordinator helps strengthen internal operations and support the Health Department's mission.

Specific duties include, but are not limited to, the following:

• Providing outstanding customer service for internal and external customers.
• Processing IT related purchase requests for internal customers and maintaining an inventory of hardware and software.
• Processing motor pool and fleet vehicle requests, maintaining and updating maintenance and mileage logs, and completing the safety reports and mileage reports.
• Updating the Health Department Intranet page and Business Operations SharePoint site.
• Tracking motor pool driver authorization forms and ensuring staff are up to date on training and required forms.
• Updating relevant Health Department Policies and Procedures related to information technology, fleet and motor pool, and any related business processes.
• Updating Health Department forms related to hardware and software purchases, fleet and motor pool vehicle usage, and any other necessary forms.
• Maintaining email inboxes.
• Serving as an Authorized IT Purchaser for the Health Department processing purchase requests and ensuring compliance with IT Purchasing policy and procedure.
• Serving as the liaison between internal Health Department Customers and the Fleet Services Department.
• Serving as the liaison between internal Health Department customers and the Information Technology Department.
• Serving as the liaison between internal Health Department customers and other departments such as Facilities Management and Project Design and Construction.

Essential Functions:

• Plans, organizes, and administers specialized departmental programs, setting priorities and ensuring alignment with organizational goals;
• Manages projects end-to-end, including budgets, timelines, contractor coordination, and workflow tracking to ensure timely and cost-effective delivery;
• Evaluates program effectiveness by developing and applying Key Performance Indicators (KPIs) and reporting measurable outcomes to management;
• May act as primary liaison to the Clerk of the Board and Board of Supervisors, coordinating agenda items, contracts, ordinances, and related communications;
• Establishes and maintains collaborative relationships with internal departments, external agencies, contractors, and stakeholders to support program coordination;
• Conducts program-related studies, analyzes data, and prepares reports, statistical materials, and actionable recommendations for leadership review;
• Coordinates and administers public and advisory committee meetings in compliance with state laws, including agendas, minutes, communications, and public postings;
• May write and develop the Advisory Committee Annual Report for submission to the Board of Supervisors;
• Manages records retention schedules, public records requests, and specialized databases to ensure compliance, accuracy, and accessibility of information;
• Oversees departmental assets, including technology and vehicles, and serves as Vehicle Coordinator to ensure accountability and proper utilization;
• Supports emergency preparedness efforts and performs field work as needed to assess project conditions and repair requirements;
• Provides comprehensive administrative and operational support, including contract documentation, meeting coordination, data entry, and general program assistance.

Minimum Qualifications:

Bachelor's degree from an accredited college or university with a major in a program-related field as defined by the department head at the time of recruitment AND one year of experience coordinating, monitoring, and/or administering program activities or providing professional level administrative support for a program or…