Project Coordinator

Full Job Description

Requirements

The Executive Director's Office is the backbone of the Colorado Department of Public Safety, providing effective administrative and management services to the Department's five operating divisions.

In addition to administering central functions such as financial services, human resources, rulemaking support, and government relations, the EDO maintains primary responsibility for meeting the standards and deadlines of other state agencies, the Governor's Office, and the General Assembly.

The EDO includes the following:

• The Executive Director and Deputy Executive Director

• Financial Services

• Human Resources

• Legislative Affairs and Strategic Communications

• Equity, Diversity and Inclusion

• Operational Excellence

• Colorado Office of School Safety

As a part of the Colorado Department of Public Safety (CDPS) Executive Director's Office, The Office of Operational Excellence is responsible for internal projects, improvement efforts, technology implementation and strategy, and coordinating department strategic goals.

The Office of Operational Excellence’s primary functions include:

• Department-wide project management, focused on strategic implementation to maximize return on investment for all stakeholders.

• Improving processes and innovating at all levels of the organization.

• Tracking, collaborating and creating technological solutions to improve processes and reduce manual work and the cost of doing business.

• Ensuring equity, diversity and inclusion is considered in all projects and levels of the organization. This includes but is not limited to websites, meetings, documents and technology.

• Hybrid, minimum of two days onsite in the Lakewood office

• Work unit core business hours, Monday-Friday, 9:00 a.m. - 4:00 p.m., with some flexibility available

About the Job

The purpose of this position is to participate in the development, implementation, coordination and supervision of Department-wide project goals, objectives and activities.

The Project Coordinator works with stakeholders to ensure the implementation and success of projects, process improvement initiatives and change management methodologies.

Responsibilities include, but are not limited to, project documentation, monitoring, reporting, risk assessments, as well as meeting and agenda management, CDPS project management intake, onboarding, maintenance, and offboarding.

This position will:

• Act as a CDPS professional on project management and change management efforts.

• Consult with and lead projects for CDPS's divisions: the Colorado Bureau of Investigation, State Patrol, Division of Criminal Justice, Division of Fire Prevention & Control, Division of Homeland Security and Emergency Management, and the Executive Director's Office.

• Be a CDPS internal consultant, providing assistance in decision making and implementation of projects, new processes, managing change and operational excellence efforts that impact all of CDPS.

• Assist with risk analysis efforts to identify project risk and create mitigation plans.

• Assist the Operational Excellence Team in building upon existing training and creating new training to improve CDPS employees’ ability to manage projects and effectively manage change.

Assist the Operational Excellence team with special projects on an as needed basis, filling any role that is needed and the Project Coordinator is suited for.

This includes but is not limited to: special projects from the Governor’s Office, emergency projects to fill a gap, employee and/or department performance management projects and projects assigned by the Executive Director and the Deputy Executive Director.

• Assist leadership with strategizing ways to meet department strategic goals.

• Stay up to date on project management and change management tools, technology and methodologies.

• Work with other state agencies to bolster the state’s project management and change management community of practice, training and resources.

• Apply process improvement principles to the position to improve the duties and responsibilities of the Project Coordinator position and maximize value to the department and state.

Project Management, Change Management and Process Improvement Coordination
Manages CDPS projects, including the development, implementation, coordination, and oversight of project goals, objectives, and activities, attending and scheduling meetings, taking meeting minutes, drafting agendas, and onboarding new projects. Proactively provides customers with project management, change management, and process improvement resources, templates and tools. Determines what tools and resources are needed by the Department and assists in the development of CDPS’s best practices, training, templates, and tools as well as various other resources.

Coaching and Training
With the assistance of the Operational Excellence Director and the Strategic Project Manager, develop workshops to coach staff on standardization of work, project management, change management, and help with process improvement training as needed. Communicate and teach change management and project management best practices to CDPS employees. Identify and lead project management teams in performance improvement functions to achieve program goals and objectives. Position participates as part of the Operational Excellence team, which may include providing assistance with various projects and objectives. Due to the nature of the Operational Excellence Team’s work and changing needs of CDPS, this position will need to be flexible and occasionally work on high priority projects under the direction of CDPS Leadership and the Governor’s Office.

Project Management Intake, Onboarding and Offboarding
This position is responsible for managing project intake, onboarding and offboarding of projects.

Special Projects and Other Duties as Assigned
The needs of CDPS and the Operational Excellence Team are always shifting. This position will need to be flexible and help out on a variety of tasks.

All tasks shall consider accessibility needs of the customers that benefit and/or use the resources, tools, services and/or any outputs from this position.

Qualifications

Note, to be considered for this position, you must meet one of the following options for consideration.

Experience Only:

• Six (6) years of professional experience in project management, project coordination or a closely related field

OR

Education and Experience:

• A combination of related education and professional experience in project management, project coordination or a closely related field equal to six (6) years. If education is used to meet the minimum qualifications, a transcript must be attached at the time of application.

Preferred Qualifications and Competencies:

• Exceptional verbal, writing, and presentation skills.

• Proficiency with project management tools and methodologies.

• Must possess a high level of accuracy and attention to detail.

• Must have excellent customer service skills and problem-solving skills.

• Ability to track and monitor multiple moving targets.

• Experience coordinating, negotiating and liaising between different groups who have different desired outcomes.

Conditions of Employment:

• Must be a resident of Colorado at the time of application

• Requires successful completion of an extensive background investigation including reference checks, a polygraph examination, and a fingerprint based criminal background check

Appeal Rights
If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination. Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging. Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director's Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director's Administrative Procedures are available at www.colorado.gov/spb. A standard appeal form is available at: www.colorado.gov/spb. If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within 10 days of your receipt of notice or knowledge of the action: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: 303-866-5038. Phone: 303-866-3300. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.

Additional Information

• Applications are considered complete and accurate at the time of submission. Therefore, additional information may not be solicited or accepted after your application has been received.

Closing Date: All applications that are received by the closing of this announcement will be reviewed against the Minimum Qualifications in this announcement.

Candidates who meet the minimum qualifications may proceed to the next step.

Colorado Revised Statutes require that state employees are hired and promoted based on merit and fitness through a comparative analysis process.

Supplemental Question: Effective responses to Supplemental Questions will directly relate to your professional experience, career accomplishments, and views about organizational values and approaches, and how they relate specifically to this position and requirements as you understand them.

Answers generated by AI-tools will typically be unresponsive.

Transcripts: An unofficial copy of transcripts must be submitted at the time of application should education be used as qualification.

Transcripts from colleges or universities outside the United States must be assessed for U.S. equivalency by a NACES educational credential evaluation service.

This documentation is the responsibility of the applicant and must be included as part of your application materials.

Failure to provide a transcript or credential evaluation report may prevent your application from moving forward in the selection process.

Military Veterans: If you are a military veteran you must submit a copy of your DD-214, Member 4 Copy, and VA disability letter if available/applicable at the time of application so we can determine if you are eligible for veteran's preference points.

Military personnel who are stationed outside of Colorado may be eligible for this position by submitting the completed DD-2058 "State of Legal Residence" form.

• Application Tips: For an overview of State of Colorado application process and application tips, please view this video.

• Resumes, Cover Letters, or other documents submitted will not be reviewed, assessed, or used in the initial stages of the comparative analysis (transcripts submitted to verify that the applicant meets either the education requirement or minimum qualification substitution are exempt from this).

Notifications: All correspondence regarding your status in the selection/examination process will be sent via email to the email address listed on your application.

Include your current working email address on your application and check the email provided on your application frequently as you could receive time sensitive correspondence regarding this position.

We highly recommend that you set up your email to accept messages from "state.co.us" and "info@governmentjobs.com" addresses.

It is your responsibility to ensure that your email will accept these notices and/or review your junk mail and spam filtered email.

• Comparative Analysis Steps may include (dates are tentative and subject to change):

  • Online skills assessment - March 18-22

  • Structured application review by a panel of SMEs - March 23-25

  • Written exercise - March 26-30

  • In person panel interview - April 2-3

  • Estimated start date - Mid-May to Early June