IT Project and Administrative Coordinator

Position Duties

• Coordinates scheduling and calendar logistics for project teams, stakeholders, vendors, and assigned Technology Solutions leadership; sets up recurring and ad hoc meetings, prepares agendas, and reserves rooms and resources. Manages and maintains complex, multi-layered calendars for assigned leadership (e.g., Assistant Directors), proactively resolving scheduling conflicts and preparing daily and weekly executive briefing materials. Attends key project and leadership meetings; captures accurate minutes, decisions, and action items; distributes summaries in a timely manner; and tracks follow-ups through to completion. Prepares, formats, compiles, and distributes reports, presentations, status updates, and dashboards for internal and external audiences on a regular cadence (e.g., weekly status, stand-ups, monthly and quarterly summaries). Drafts, reviews, and proofreads official correspondence, memoranda, and presentations on behalf of assigned leadership; maintains organized electronic and physical filing systems for accurate record retention. Maintains and organizes project documentation, artifacts, and repositories (e.g., SharePoint, Microsoft Teams, and shared folders); archives deliverables; and ensures records are complete, current, and accessible. Supports product and project management activities across the project lifecycle, including maintaining backlogs, task boards, risk and issue logs, action item registers, and change request logs. Tracks project schedules, milestones, and deadlines; monitors task status; and proactively alerts Project Managers to slippage, blockers, and upcoming due dates. Arranges domestic and local travel logistics for assigned leadership — transportation, lodging, conference registration, and itineraries; processes travel authorizations and reimbursements in accordance with City policy and reconciles expenses against budget allocations. Assists with reconciliation of invoices, purchase orders, and deliverables against contracts and project budgets; processes purchase card (P-Card) transactions, supply requisitions, and procurement documentation; supports vendor coordination and onboarding logistics; and escalates discrepancies for resolution. Serves as the designated timekeeping administrator for temporary employees, student interns, and co-op workers assigned to TSD; submits and reconciles payroll each pay period in the City's ERP system (Tyler Technologies Munis or successor); tracks cumulative hours against the 1,200-hour annual cap; and issues proactive notifications to supervisors at the 80%, 90%, and 100% thresholds. Coordinates with Human Resources and university/college internship program coordinators to ensure compliance with program requirements; maintains personnel files and onboarding documentation for interns, temporary hires, and project staff. Serves as a first point of contact for inquiries directed to assigned leadership and project teams; triages and routes communications; monitors shared inboxes and channels; and acts as liaison among leadership, City departments, vendors, and community stakeholders. Serves as the designated backup to the Executive Assistant to the CIO, assuming administrative support for the CIO's office during absences or peak periods to ensure uninterrupted executive operations across TSD. Performs additional project and administrative duties as directed by the CIO, assigned Project Managers, or Assistant Directors.
• Coordinates scheduling and calendar logistics for project teams, stakeholders, vendors, and assigned Technology Solutions leadership; sets up recurring and ad hoc meetings, prepares agendas, and reserves rooms and resources.
• Manages and maintains complex, multi-layered calendars for assigned leadership (e.g., Assistant Directors), proactively resolving scheduling conflicts and preparing daily and weekly executive briefing materials.
• Attends key project and leadership meetings; captures accurate minutes, decisions, and action items; distributes summaries in a timely manner; and tracks follow-ups through to completion.
• Prepares, formats, compiles, and distributes reports, presentations, status updates, and dashboards for internal and external audiences on a regular cadence (e.g., weekly status, stand-ups, monthly and quarterly summaries).
• Drafts, reviews, and proofreads official correspondence, memoranda, and presentations on behalf of assigned leadership; maintains organized electronic and physical filing systems for accurate record retention.
• Maintains and organizes project documentation, artifacts, and repositories (e.g., SharePoint, Microsoft Teams, and shared folders); archives deliverables; and ensures records are complete, current, and accessible.
• Supports product and project management activities across the project lifecycle, including maintaining backlogs, task boards, risk and issue logs, action item registers, and change request logs.
• Tracks project schedules, milestones, and deadlines; monitors task status; and proactively alerts Project Managers to slippage, blockers, and upcoming due dates.
• Arranges domestic and local travel logistics for assigned leadership — transportation, lodging, conference registration, and itineraries; processes travel authorizations and reimbursements in accordance with City policy and reconciles expenses against budget allocations.
• Assists with reconciliation of invoices, purchase orders, and deliverables against contracts and project budgets; processes purchase card (P-Card) transactions, supply requisitions, and procurement documentation; supports vendor coordination and onboarding logistics; and escalates discrepancies for resolution.
• Serves as the designated timekeeping administrator for temporary employees, student interns, and co-op workers assigned to TSD; submits and reconciles payroll each pay period in the City's ERP system (Tyler Technologies Munis or successor); tracks cumulative hours against the 1,200-hour annual cap; and issues proactive notifications to supervisors at the 80%, 90%, and 100% thresholds.
• Coordinates with Human Resources and university/college internship program coordinators to ensure compliance with program requirements; maintains personnel files and onboarding documentation for interns, temporary hires, and project staff.
• Serves as a first point of contact for inquiries directed to assigned leadership and project teams; triages and routes communications; monitors shared inboxes and channels; and acts as liaison among leadership, City departments, vendors, and community stakeholders.
• Serves as the designated backup to the Executive Assistant to the CIO, assuming administrative support for the CIO's office during absences or peak periods to ensure uninterrupted executive operations across TSD.
• Performs additional project and administrative duties as directed by the CIO, assigned Project Managers, or Assistant Directors.

Minimum Qualifications

• Associate's degree in business administration, information technology, public administration, office management, or a directly related field. Three (3) years of progressively responsible administrative, coordination, or project support experience, including at least one (1) year supporting senior-level management in a government, public-sector, or large organizational environment. Or an equivalent combination of education and experience sufficient to perform the essential duties of the position.
• Associate's degree in business administration, information technology, public administration, office management, or a directly related field.
• Three (3) years of progressively responsible administrative, coordination, or project support experience, including at least one (1) year supporting senior-level management in a government, public-sector, or large organizational environment.
• Or an equivalent combination of education and experience sufficient to perform the essential duties of the position.

Other Qualifications

• Advanced proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams, SharePoint), with demonstrated ability to draft professional correspondence independently. Prior experience supporting enterprise software implementation projects in a public-sector or similarly complex, multi-project environment. Experience working within a state or local government setting. Prior experience with timekeeping, payroll support, or temporary workforce tracking, including familiarity with NC OSHR guidelines governing intern hour limitations. Experience with ERP systems (e.g., Tyler Technologies Munis, Oracle, SAP) or municipal financial management platforms. Familiarity with public-sector procurement policies, travel regulations, and City of Durham administrative procedures. Familiarity with project management tools and concepts (MS Project, MS Planner, Smartsheet, Jira, or similar). Familiarity with product management concepts and Agile/Scrum ceremonies. Strong minute-taking, documentation, and business writing skills. Experience with invoice and deliverable reconciliation or basic budget/expenditure tracking. Demonstrated ability to exercise discretion, maintain confidentiality, and manage competing executive priorities with minimal supervision. Bachelor's degree in a related field. Certified associate in project management (CAPM) or a comparable coordination/administration certification. Excellent communication, interpersonal, and organizational skills, with strong attention to detail and a proactive, can-do approach.
• Advanced proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams, SharePoint), with demonstrated ability to draft professional correspondence independently.
• Prior experience supporting enterprise software implementation projects in a public-sector or similarly complex, multi-project environment.
• Experience working within a state or local government setting.
• Prior experience with timekeeping, payroll support, or temporary workforce tracking, including familiarity with NC OSHR guidelines governing intern hour limitations.
• Experience with ERP systems (e.g., Tyler Technologies Munis, Oracle, SAP) or municipal financial management platforms.
• Familiarity with public-sector procurement policies, travel regulations, and City of Durham administrative procedures.
• Familiarity with project management tools and concepts (MS Project, MS Planner, Smartsheet, Jira, or similar).
• Familiarity with product management concepts and Agile/Scrum ceremonies.
• Strong minute-taking, documentation, and business writing skills.
• Experience with invoice and deliverable reconciliation or basic budget/expenditure tracking.
• Demonstrated ability to exercise discretion, maintain confidentiality, and manage competing executive priorities with minimal supervision.
• Bachelor's degree in a related field.
• Certified associate in project management (CAPM) or a comparable coordination/administration certification.
• Excellent communication, interpersonal, and organizational skills, with strong attention to detail and a proactive, can-do approach.

Benefits

• Benefits – General Full-Time Employees 12-13 paid holidays per year 13 standard work days of vacation per year 13 standard work days of sick leave per year, which accumulates indefinitely; sick leave may be used toward early retirement 2 weeks paid military leave per year Medical, dental, vision, and supplemental life insurance plans State and City retirement plans Short and long term disability plans Paid temporary disability leave for specified conditions City contribution of 13.6% into the N.C. State Retirement System Paid funeral leave Employee Assistance Program - personal and family counseling Paid life insurance equal to annual salary 48 hours for volunteer work each year* 4 hours parental leave each year Workman's Compensation Insurance 457 Deferred Compensation Plans Benefits - Part-Time (1,000 hours or more per year) 401(k) retirement plan (5.0% of salary) State retirement plan Benefits Part-Time (Average 30 hours per week over 12 month period) 401(k) retirement plan (5.0% of salary) State retirement plan effective first day of the month following date of hire Health insurance effective first day of the month following date of hire Dental and life insurance, after one year of service Pro-rated vacation, pro-rated sick, pro-rated floating holiday, parttime holiday pay (based on scheduled hours for that day) after one year of service
• Benefits – General Full-Time Employees
• 12-13 paid holidays per year 13 standard work days of vacation per year 13 standard work days of sick leave per year, which accumulates indefinitely; sick leave may be used toward early retirement 2 weeks paid military leave per year Medical, dental, vision, and supplemental life insurance plans State and City retirement plans Short and long term disability plans Paid temporary disability leave for specified conditions City contribution of 13.6% into the N.C. State Retirement System Paid funeral leave Employee Assistance Program - personal and family counseling Paid life insurance equal to annual salary 48 hours for volunteer work each year* 4 hours parental leave each year Workman's Compensation Insurance 457 Deferred Compensation Plans
• 13 standard work days of vacation per year 13 standard work days of sick leave per year, which accumulates indefinitely; sick leave may be used toward early retirement 2 weeks paid military leave per year Medical, dental, vision, and supplemental life insurance plans State and City retirement plans Short and long term disability plans Paid temporary disability leave for specified conditions City contribution of 13.6% into the N.C. State Retirement System Paid funeral leave Employee Assistance Program - personal and family counseling Paid life insurance equal to annual salary 48 hours for volunteer work each year* 4 hours parental leave each year Workman's Compensation Insurance 457 Deferred Compensation Plans
• 13 standard work days of sick leave per year, which accumulates indefinitely; sick leave may be used toward early retirement 2 weeks paid military leave per year Medical, dental, vision, and supplemental life insurance plans State and City retirement plans Short and long term disability plans Paid temporary disability leave for specified conditions City contribution of 13.6% into the N.C. State Retirement System Paid funeral leave Employee Assistance Program - personal and family counseling Paid life insurance equal to annual salary 48 hours for volunteer work each year* 4 hours parental leave each year Workman's Compensation Insurance 457 Deferred Compensation Plans
• 2 weeks paid military leave per year Medical, dental, vision, and supplemental life insurance plans State and City retirement plans Short and long term disability plans Paid temporary disability leave for specified conditions City contribution of 13.6% into the N.C. State Retirement System Paid funeral leave Employee Assistance Program - personal and family counseling Paid life insurance equal to annual salary 48 hours for volunteer work each year* 4 hours parental leave each year Workman's Compensation Insurance 457 Deferred Compensation Plans
• Medical, dental, vision, and supplemental life insurance plans State and City retirement plans Short and long term disability plans Paid temporary disability leave for specified conditions City contribution of 13.6% into the N.C. State Retirement System Paid funeral leave Employee Assistance Program - personal and family counseling Paid life insurance equal to annual salary 48 hours for volunteer work each year* 4 hours parental leave each year Workman's Compensation Insurance 457 Deferred Compensation Plans
• State and City retirement plans Short and long term disability plans Paid temporary disability leave for specified conditions City contribution of 13.6% into the N.C. State Retirement System Paid funeral leave Employee Assistance Program - personal and family counseling Paid life insurance equal to annual salary 48 hours for volunteer work each year* 4 hours parental leave each year Workman's Compensation Insurance 457 Deferred Compensation Plans
• Short and long term disability plans Paid temporary disability leave for specified conditions City contribution of 13.6% into the N.C. State Retirement System Paid funeral leave Employee Assistance Program - personal and family counseling Paid life insurance equal to annual salary 48 hours for volunteer work each year* 4 hours parental leave each year Workman's Compensation Insurance 457 Deferred Compensation Plans
• Paid temporary disability leave for specified conditions City contribution of 13.6% into the N.C. State Retirement System Paid funeral leave Employee Assistance Program - personal and family counseling Paid life insurance equal to annual salary 48 hours for volunteer work each year* 4 hours parental leave each year Workman's Compensation Insurance 457 Deferred Compensation Plans
• City contribution of 13.6% into the N.C. State Retirement System Paid funeral leave Employee Assistance Program - personal and family counseling Paid life insurance equal to annual salary 48 hours for volunteer work each year* 4 hours parental leave each year Workman's Compensation Insurance 457 Deferred Compensation Plans
• Paid funeral leave Employee Assistance Program - personal and family counseling Paid life insurance equal to annual salary 48 hours for volunteer work each year* 4 hours parental leave each year Workman's Compensation Insurance 457 Deferred Compensation Plans
• Employee Assistance Program - personal and family counseling Paid life insurance equal to annual salary 48 hours for volunteer work each year* 4 hours parental leave each year Workman's Compensation Insurance 457 Deferred Compensation Plans
• Paid life insurance equal to annual salary 48 hours for volunteer work each year* 4 hours parental leave each year Workman's Compensation Insurance 457 Deferred Compensation Plans
• 48 hours for volunteer work each year* 4 hours parental leave each year Workman's Compensation Insurance 457 Deferred Compensation Plans
• 4 hours parental leave each year Workman's Compensation Insurance 457 Deferred Compensation Plans
• Workman's Compensation Insurance 457 Deferred Compensation Plans
• 457 Deferred Compensation Plans
• 401(k) retirement plan (5.0% of salary) State retirement plan
• State retirement plan
• 401(k) retirement plan (5.0% of salary) State retirement plan effective first day of the month following date of hire Health insurance effective first day of the month following date of hire Dental and life insurance, after one year of service Pro-rated vacation, pro-rated sick, pro-rated floating holiday, parttime holiday pay (based on scheduled hours for that day) after one year of service
• State retirement plan effective first day of the month following date of hire Health insurance effective first day of the month following date of hire Dental and life insurance, after one year of service Pro-rated vacation, pro-rated sick, pro-rated floating holiday, parttime holiday pay (based on scheduled hours for that day) after one year of service
• Health insurance effective first day of the month following date of hire Dental and life insurance, after one year of service Pro-rated vacation, pro-rated sick, pro-rated floating holiday, parttime holiday pay (based on scheduled hours for that day) after one year of service
• Dental and life insurance, after one year of service Pro-rated vacation, pro-rated sick, pro-rated floating holiday, parttime holiday pay (based on scheduled hours for that day) after one year of service
• Pro-rated vacation, pro-rated sick, pro-rated floating holiday, parttime holiday pay (based on scheduled hours for that day) after one year of service

Supplemental Questions