DDA Operations & Projects Coordinator
JOB TITLE: Downtown Development Authority (DDA) Operations & Projects Coordinator
CLASSIFICATION: Non-Exempt
DEPARTMENT: Planning and Development
SUPERVISOR: Downtown Development Authority (DDA) Executive Director
SALARY: $48,096 to $57,715 Annually
The Operations & Projects Coordinator supports the DDA Executive Director by coordinating internal operations, tracking projects, and ensuring timely execution of initiatives. This role works closely with staff, vendors, and City departments to execute DDA programs and projects related to public improvements and investment in the Downtown District. Responsibilities include process improvement, project documentation, basic financial tracking, and contributing to the overall success of downtown revitalization efforts.
PRIMARY DUTIES AND RESPONSIBILITIES
Project & Program Coordination
- Assist with the implementation, tracking, and evaluation of DDA programs, campaigns, capital projects, grant-funded initiatives, and community events through coordination with consultants, contractors, City staff, and community partners.
- Develop and manage timelines, task lists, and work plans to ensure projects are delivered efficiently, on schedule, and within scope.
- Track deliverables and milestones; document outcomes to support internal records and reporting requirements.
Administrative, Operational & Systems Support
- Help develop and refine internal processes and systems that improve the efficiency, consistency, and scalability of DDA programs and operations.
- Maintain and update internal systems and collaborative tools (e.g., Google Workspace, Monday.com) for project tracking, vendor coordination, and grant reporting.
- Monitor compliance checklists, deadlines, and contract requirements tied to grant funding and reporting obligations.
- Track project-related expenses and coordinate documentation for audits, reimbursements, and financial oversight.
- Support procurement processes, contract compliance, and grant-related administrative tasks.
- Prepare internal communications, meeting summaries, agendas, memos, reports, and status updates for the Executive Director and external partners.
Engagement & Events
- Assist in organizing and executing workshops, listening sessions, and public events with high attention to detail.
- Ensure follow-through and accountability for multi-phase projects involving community engagement and public input.
- May be required to attend events and meetings outside a typical workday, including evenings and weekends.
SECONDARY DUTIES AND RESPONSIBILITIES
Executive & Board Support
- Help manage timelines, calendars, meetings, appointments, and deadlines for the Executive Director and key projects.
- Ensure timely follow-up on action items and commitments for the Executive Director and Board.
- Coordinate logistics for Board meetings, including preparation of agendas, packets, and minutes.
Communications & Stakeholder Engagement
- Assist marketing staff in drafting, preparing, and distributing stakeholder communications with clarity and professionalism.
- Support website content updates and email communications in collaboration with the marketing team
Financial & Compliance Support
- Assist in tracking expenditures, processing invoices, and preparing financial documentation in collaboration with external accounting partners or City Treasurer staff.
- Maintain records required for audits, grant compliance, and reimbursement processes.
Administrative & Office Management
- Assist with office logistics, correspondence, and both digital and paper filing systems.
- Maintain accurate contact databases and organized digital records to support daily operations and compliance.
- Serve as the primary point of contact for vendors, contractors, and service providers.
- Perform other duties and responsibilities as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES
Core Competencies & Strengths
- Highly Organized & Detail-Oriented: Able to deliver accurate, complete work with strong attention to detail; manage multiple priorities and deadlines in complex environments.
- Proactive & Systems-Minded: Anticipate needs, take initiative, and build sustainable systems, workflows, and tools to improve team effectiveness and streamline processes.
- Self-Motivated & Dependable: Work independently with minimal supervision while consistently supporting team goals; thrive in behind-the-scenes roles that bring strategic plans to life.
- Collaborative Team Player: Build effective working relationships; prioritize communication, mutual respect, and shared success across diverse teams.
- Professional & Articulate: Communicate clearly and confidently, both verbally and in writing; represent public-facing organizations with credibility and service orientation.
- Tech-Savvy: Ability to adapt quickly to new platforms and tools; use technology to increase team productivity and efficiency.
- Service-Oriented: Respond to public and staff inquiries with courtesy and professionalism; dedicated to high-quality service delivery.
Knowledge & Technical Skills
- Strong understanding or ability to learn relevant state and local laws, codes, and regulations
- Familiarity with basic records management and retention principles.
- Proficient in indexing, filing and document organization, data entry, and basic financial handling..
- Skilled in project management and task tracking
- Experience creating, compiling, organizing, and maintaining various records and record systems.
- Strong verbal and written communication skills, with the ability to communicate complex information clearly and concisely for various parties.
- Capable of working both independently and collaboratively.
QUALIFICATIONS FOR THE JOB
Required:
- High school diploma or GED
- At least two (2) years professional experience (including internships) in project management, business administration, economic development, real estate, or related field
Preferred:
- Bachelor’s degree or equivalent experience in business administration, urban planning, urban design, real estate, real estate development, economic development, or related field.
- Five (5) years of experience (including internships) in project management, business administration, economic development, real estate, or related field.
- Experience supporting an executive or senior leader and/or a Board of Directors.
- Familiarity with public-sector or nonprofit environments.
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. While performing the duties of this job, the employee is required to maintain effective audio-visual discrimination and perception needed for making observations, communicating with others, reading, and writing. The employee is also required to maintain the physical condition necessary for operating assigned equipment, walking, standing, kneeling, repeated bending or sitting for prolonged periods of time and lifting to 30 pounds. Maintain mental capacity which allows the capability of making sound decisions demonstrating intellectual capabilities.
Working Environment:
Work closely with others mostly in an office environment utilizing a computer and other office equipment and the ability to travel within the Downtown Development District boundary.
