Project Coordinator at United Way for Greater Austin – Austin, Texas

Who we are:

United Way for Greater Austin brings our community together to break economic barriers and build opportunity for all. We break the cycle of economic hardships for families and individuals, striving to create a vibrant, thriving community. Recognizing the urgency of addressing economic challenges, we focus on increasing the availability of high-quality early care and education and access to pivotal resources to address financial barriers in Central Texas. Our united front includes dedicated donors, volunteers, corporate and civic partners, staff, and a connected network of neighbors. Together, we leverage data, community alliances, services, and public engagement to transform Central Texas, responding to urgent needs with lasting, impactful solutions.

Who we want:

We are seeking a detail-oriented and action-driven Project Coordinator to support the successful execution of projects within our Operations department. Reporting directly to the Director of Systems and Technology, this role will focus on maintaining project plans, tracking milestones, and ensuring effective communication among stakeholders. In this role, you will provide essential administrative support, manage documentation, and assist with resource allocation to keep projects on schedule and within scope. This position requires strong collaboration skills, as you will work closely with cross-functional teams to streamline processes, monitor progress, and ensure the timely delivery of project objectives that advance United Way for Greater Austin’s mission to engage constituents effectively in the Central Texas region.

Who you are:

• Action-oriented: Readily takes action on challenges, without unnecessary planning. You identify and seize new opportunities. You display a can-do attitude in good and bad times and step up to handle tough issues.
• Resilient: You are confident under pressure and maintain a positive attitude despite adversity. You manage crisis effectively, bounce back from setbacks, and grow from your hardships and negative experiences.
• Collaborates: You work cooperatively with all departments across the organization to achieve shared objectives and represent their interests while being fair to others and their area. You partner with others to get work done and credit others for their contributions and accomplishments - you garner the trust and support of others.
• Communicates effectively: You are effective in various communication settings: one-on-one, small and large groups, or among diverse styles and position levels. You attentively listen to others and adjust to fit the audience and the message. You provide timely and helpful information to others across the organization. You encourage the open expression of diverse ideas and opinions.
• Cultivates innovation: You come up with useful ideas that are new, better, or unique and introduce new ways of looking at problems. You can take a creative idea and put it into practice and you encourage diverse thinking to promote and nurture innovation.
• Customer focus: You gain insight into customer needs and identify opportunities that benefit the customer. You build and deliver solutions that meet customer expectations. You establish and maintain effective customer relationships.
• Resourcefulness: You marshal resources (people, funding, material, support) to get things done. You orchestrate multiple activities simultaneously to accomplish a goal. You get the most out of limited resources and apply knowledge of internal structures, processes, and culture to resource efforts.

What you’ll do:

Project Documentation & Tracking

• Maintain project plans, schedules, and status reports.
• Track deliverables, milestones, and deadlines.
• Update project management tools (e.g., Jira, Trello, Asana).
• Collaborate with internal resources on optimizing the SharePoint environment.
• Assist in the administration, maintenance, and enhancement of Salesforce and all other internal applications.

Communication & Coordination

• Serve as a point of contact between team members, stakeholders, and vendors.
• Schedule and organize meetings, prepare agendas, and take minutes.
• Communicate progress updates to stakeholders.
• Own the entire project management process of all internally and externally assigned departmental projects.

Resource & Task Management

• Assist in assigning tasks and monitoring completion.
• Help manage resource allocation and identify potential bottlenecks.
• Assist in budgeting, tracking, and identifying any improvements.

Risk & Issue Management

• Document risks and issues raised during the project.
• Escalate concerns to senior project managers or leadership.
• Establish new SOPs as needed and maintain an internal document library.

Reporting & Metrics

• Compile weekly or monthly progress reports.
• Track KPIs such as budget adherence, timeline compliance, and resource utilization.
• Ensure departmental SLA’s are met.

Administrative Support

• Handle project-related documentation (contracts, invoices, compliance forms).
• Support procurement or vendor coordination if needed.
• Assist in departmental functions and additional duties as assigned.
• Support organizational events both onsite and offsite.

What you’ll bring:

• At least 2 years of software database experience with an emphasis on reporting, preferably Salesforce.
• Bachelor’s degree, or the equivalent of employment experience within systems and operations project management.
• Proven ability to manage and validate large data sets.
• Strong organizational skills and attention to detail.
• Excellent communication and collaboration skills.
• Experience with technical writing and providing end-user support.
• Demonstrated ability to manage projects and meet deadlines.
• Must be able to lift and position items weighing up to 35 lbs.

Preferred Qualifications:

• Experience in non-profit organization environment, preferably in data, customer service, and operations.
• Familiarity with third-party donor management tools.

What you’ll receive:

• Dynamic and rewarding work environment.
• Competitive Compensation
• Hybrid Work Option
• Employer 403(b) Matching
• Employer-Sponsored Health Insurance (for employees)
• Dental Insurance
• Vision Insurance
• Health Savings Account (HSA)
• Flexible Spending Account (FSA)
• Generous Paid Time Off (PTO)
• Paid Parental Leave
• FMLA
• Employee Assistance Program (EAP)

Notice: The job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Management has the right to assign or reassign duties and responsibilities at any time. United Way of Greater Austin is an “at-will” employer.