Community Engagement Project Coordinator

Responsibilities

• Schedule meetings, prepare calendar invitations, manage RSVPs, and coordinate logistics.
• Support meeting preparation, including agendas, packets, sign-in sheets, notes, and follow-up materials.
• Maintain organized files, SharePoint folders, trackers, contact lists, and documentation systems.
• Support vendor paperwork, invoice tracking, OSP coordination, travel/mileage documentation, participation supports, and related administrative processes.
• Assist with public meeting documentation, accessibility coordination, language access requests, and materials preparation.
• Support data entry for the engagement registry, public calendar, and community feedback tracker.
• Track deadlines, action items, approvals, document versions, and communication timelines.
• Assist with formatting reports, summaries, presentations, and leadership updates.
• Support coordination with communications, legal, finance, procurement, and program teams.
• Ensure engagement records are organized and ready for leadership review, CMS reporting, public records needs, and internal accountability.

General Statement of Duties: Perform professional administrative, project coordination, documentation, scheduling, compliance support, and operational assignments related to community engagement, advisory council operations, regional meetings, public-facing materials, partner communication, and grant-supported engagement activities. This position will provide essential coordination support to ensure that the community engagement infrastructure is organized, documented, accessible, and responsive to federal, state, and internal reporting expectations.

Requirements

Required Education: High School diploma or equivalent.

• 5+ years of strong administrative, organizational, and project coordination skills.
• 3+ years supporting complex meetings, public-sector projects, grants, community engagement, or health/human services programs.
• Strong attention to detail and ability to maintain trackers, records, and deadlines.
• Advanced proficiency with Microsoft 365 tools, including Outlook, Excel, Forms, Lists, SharePoint, and Teams.
• Ability to work with internal and external partners professionally.
• Strong written communication and follow-through.
• Experience managing document control, file organization, and version management.
• Experience preparing meeting materials, reports, presentations, and executive summaries.

Qualifications

Preferred Education: Bachelor’s degree in public administration, Communications, Business Administration, Healthcare Administration, Social Services, or a related field.

Preferred Certifications/Licenses: Project management certifications (CAPM, PMP coursework, or equivalent).

• 2+ years supporting government agencies, Medicaid programs, healthcare organizations, or grant-funded initiatives.
• Familiarity with CMS, state government, public records requirements, or grant compliance.
• Knowledge of procurement, invoicing, vendor coordination, and travel reimbursement processes.
• Experience creating dashboards, reports, or metrics using Excel, Power BI, or SharePoint.
• Familiarity with government, grant administration, public meetings, or community engagement preferred.

Pay

Min