Broadband Program Coordinator

Job Description

Job Description

ABOUT THE ORGANIZATION:

The Arizona Commerce Authority (ACA) is the state's leading economic development organization with a streamlined mission to grow and strengthen Arizona’s economy. The ACA uses a three-pronged approach to advance the overall economy: recruit, grow, create – recruit out-of-state companies to expand their operations in Arizona; work with existing companies to grow their business in Arizona and beyond; and partner with entrepreneurs and companies large and small to create new jobs and businesses in targeted industries.

ABOUT THE ROLE:

The Program Coordinator will be responsible for program coordination, project management, and administrative support for the AZ State Broadband Office (SBO) and Broadband team. This individual must have the ability to multi-task in a fast-paced environment that requires prioritization of competing demands and strong collaboration. The individual in this position wears many hats and needs to be able to adapt quickly to changing circumstances. The successful candidate will be highly organized and self-directed, will exhibit sound judgment demonstrated by effective problem solving and decision-making. Communication is key for this position; the candidate must be flexible, able to pivot and relate to people at all levels of an organization; effectively relay information and ideas in a clear, concise, and compelling manner. This is a hybrid position based in Phoenix, AZ.

PRIMARY RESPONSIBILITIES:

• Manage complex schedules, anticipate and resolve conflicts, and ensure thoughtful planning.
• Organize, schedule, and prioritize meetings, appointments, and events; prepare and distribute agendas and minutes.
• Follow-up with team members on project management tasks, including collecting project results, metrics, and status reports.
• Arrange and troubleshoot travel logistics.
• Represent SBO by delivering internal reporting initiatives; Board of Directors (BOD), Monthly Business Report (MBR); Agency Metric Scorecard (AMS).
• Support events, meetings, and webinars, including but not limited to scheduling, preparing, and distributing invites, agenda and other meeting materials, catering, reserving, and preparing conference rooms, setting up audio/visual equipment, and recording and drafting meeting minutes.
• Maintain organized filing systems (physical and electronic), update SharePoint, Salesforce, and electronic records (audit/compliance logs).
• Process invoices ensuring correct accounting codes are used and required signatures are obtained; manage internal and external documents using DocuSign.
• Track meetings, calls, and events; prepare weekly reports for the Deputy/Director with team input.
• Serve as first point of contact for inbound inquiries from stakeholders in the office for shared/general inboxes.
• Serve as a back-up for the front-office reception desk; greet visitors, distribute mail, and answer phones.

COMPETENCY, EDUCATIONAL & EXPERIENCE REQUIREMENTS:

• Associate's degree or equivalent combination of education and experience.
• Minimum four (4) years of progressive experience in a related position with responsibility for matrix administrative support, project management, and event/meeting planning.
• Demonstrated proficiency of office administration, clerical procedures, and recordkeeping systems.
• Experience monitoring receipts and review of ongoing monthly invoices, and processing invoices for payment.
• Strong organizational, problem-solving, and analytical skills.
• Proven to be highly organized and self-directed, will exhibit sound judgment demonstrated by effective problem solving.
• Successful record of managing multiple simultaneous projects and events with demonstrated ability to work independently in rapidly changing environments.
• Excellent verbal, written and interpersonal communication skills; a highly collaborative team approach to work.
• Proficiency with MS Office Suite and web-based technologies.

HIGHLY PREFERRED SKILLS, ABILITIES & QUALIFICATIONS:

• Proficient with Salesforce.com, Concur, and DocuSign.
• Experience with state or federal grants or funding processes.
• Ability to adapt quickly and with little direction to meet deliverables that require evolving shifts in direction and priority.
• Ability to perform with excellence in a very high-paced environment.
• Ability to communicate, influence, establish trust, and demonstrate results with multiple stakeholder groups will be critical to success for this position.
• High tolerance for ambiguity, service orientation, and a high level of humility for successful assimilation in our highly collaborative, entrepreneurial culture.
• Self-starter; proactively interested in contributing to a dynamic and growing program with a non-traditional approach.

The Arizona Commerce Authority (ACA) is the state's leading economic development organization with a streamlined mission to grow and strengthen Arizona’s economy. The ACA uses a three-pronged approach to advance the overall economy: recruit, grow, create – recruit out-of-state companies to expand their operations in Arizona; work with existing companies to grow their business in Arizona and beyond; and partner with entrepreneurs and companies large and small to create new jobs and businesses in targeted industries.

Company Description

The Arizona Commerce Authority (ACA) is the state's leading economic development organization with a streamlined mission to grow and strengthen Arizona’s economy. The ACA uses a three-pronged approach to advance the overall economy: recruit, grow, create – recruit out-of-state companies to expand their operations in Arizona; work with existing companies to grow their business in Arizona and beyond; and partner with entrepreneurs and companies large and small to create new jobs and businesses in targeted industries.