Bond Project Coordinator

Work Year: 12 months - 260/261 days

Bargaining Unit: OSEA

FLSA Status: non-exempt

Salary: $26.74 - $35.09 M Salary Schedule

JOB TITLE: Bond Project Coordinator

REPORTS TO: Director of Bond and Operations

GENERAL DUTIES SUMMARY:

Provide comprehensive administrative, project coordination, and executive support to the Bond team including the Director, Program Manager, and consultant project managers. Maintain official District bond records and assist in executing administrative policies. Support capital Bond projects in both office and field settings while sustaining a professional, organized, and responsive work environment in a fast-paced setting.

ESSENTIAL DUTIES and RESPONSIBILITIES:

Communication & Public Relations

• Maintain positive working relationships with staff, students, contractors, consultants, and community members while projecting a professional image of the District.
• Communicate effectively in person, by telephone, and in writing; respond to inquiries, concerns, and complaints with professionalism and follow-through.
• Maintain confidentiality of sensitive information.
  Develop forms and post information to the District and Bond Project websites; maintain website content.

Project & Vendor Coordination

• Support development of bids and requests for proposals.
• Initiate and manage quote requests for small procurements.
  Coordinate onboarding of new vendors and verify contractor badging for site security compliance.
• Conduct site walks as directed to gather data, guide vendors, or confirm project completion.
• Organize and verify project close-out documentation.
• Support move management activities.
Manage small projects (less than $100,000) as time permits.

Administrative & Executive Support

• Prepare memoranda, correspondence, reports, manuals, guides, schedules, and forms.
• Proofread and edit documents for accuracy, completeness, formatting, and consistency.
• Maintain bond-related calendars; coordinate meetings, programs, conferences, and events including facilities, catering, speakers, and technology.
• Take and transcribe meeting minutes.
• Compose confidential correspondence and complex documents.
• Demonstrate advanced clerical skills including transcription, records management, and proficiency with office systems.

Operations & Data Management

• Maintain highly organized filing and recordkeeping systems.
• Develop and maintain databases and spreadsheets; generate reports as needed.
• Maintain follow-up systems for recurring reports, deadlines, and required actions.
• Work independently to complete assignments ranging from simple to complex with minimal supervision.
• Perform other related duties as assigned.

Marginal Duties and Responsibilities:

• Provide additional support to Bond leadership and Operations as assigned to meet department needs.

QUALIFICATIONS:

Minimum:

• Demonstrated proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and database/spreadsheet management.
• Strong written and verbal communication skills.
• Ability to review and edit business and legal documents for clarity and consistency.
• Ability to respond effectively to inquiries or complaints from stakeholders and community members.
  Ability to work independently and manage multiple priorities in a fast-paced environment.
• Ability to maintain confidentiality.
• Ability to establish and maintain effective working relationships.
• Flexibility to work occasional evenings or weekends as required.

Preferred:

• Familiarity with Adobe Acrobat.
• Experience supporting capital construction or bond-funded projects.
• Experience with website content management.

EDUCATION and EXPERIENCE:

Associate’s Degree (AA) from a two-year college or technical school; or five (5) years of related experience and/or training; or an equivalent combination of education and experience.

WORKING CONDITIONS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The employee is regularly required to sit, talk, hear, and use hands to operate standard office equipment.
• The employee may occasionally stand, walk, reach, and lift light objects.
• The position requires maintaining composure in a fast-paced office environment with frequent interruptions and shifting priorities. Occasional site visits to construction locations may be required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EVALUATION

Performance of this job will be evaluated in accordance with the provisions in the Collective Bargaining Agreement between Tigard-Tualatin School District 23J and Oregon School Employees Association Chapter 51.

TERMS OF EMPLOYMENT

This is a 12-month assignment on the M range of the Classified Salary Schedule. Performance of this position will be in accordance with the provisions outlined in the Collective Bargaining Agreement between Tigard-Tualatin School District 23J and Oregon School Employees Association Chapter 51.

This is a bonded position and is subject to the duration and conditions of the bond. The position will conclude once bond funds are fully expended.

This job description is not intended to be and should not be construed as an all inclusive list of all the responsibilities, skills, or working conditions associated with the position. While it is intended to accurately reflect the position’s activities and requirements, the administration reserves the right to modify, add or remove duties and assign duties as necessary that still reflect the essential functions of the department.