How to Become a Project Coordinator

If you’re interested in a project management career, becoming a project coordinator can mark a significant step toward your ultimate career goal. Project coordinators are often called “junior project managers” due to their similar job skills and responsibilities. They serve as crucial links between project managers, team members, and stakeholders, ensuring that projects stay on strack and meet deadlines.

In simple terms, a “project” refers to a specific task or business activity that is distinct from ongoing operations. A project could be a months-long marketing content overhaul, a quick one-page website launch, a seasonal ad campaign, or anything in between. Organizations in every sector rely on skilled professionals — like project coordinators — to guide projects from ideation to successful completion.

Project coordinators are responsible for a wide range of project management-related tasks, such as:

• Monitoring the daily progress of projects and providing detailed updates to stakeholders.
• Providing necessary supplies and resources for team members to complete tasks on time and within budget.
• Organizing reports, invoices, contracts, and financial files for convenient access.
• Planning meetings and coordinating project logistics.
• Breaking town projects to actionable tasks and setting timelines.
• Analyzing risks and identifying opportunities.

The University of Arizona Continuing and Professional Education Project Management Certificate Course, in collaboration with Ziplines Education, can help you gain the knowledge and experience needed to get started in the industry as a project coordinator. Classes cover a wide range of relevant skills and activities, from planning and scoping your first project plan, to applying Agile project management methodologies to technical projects. By the end of the course, learners have the requisite hands-on experience to earn a Jira Software Essentials Associate Certifiction.

Interested in learning about the pathways toward becoming a project coordinator? This article covers everything from educational options to professional development tips for aspiring project coordinators in Arizona. We’ll also explore various career paths available for certified project coordinators to help you decide on a program that aligns with your goals.

What Is a Project Coordinator?

A project coordinator typically reports to a project manager and is responsible for managing specific project phases, elements, or teams. Here are some examples of different project coordinator responsibilities with examples:

• Task coordination: Assigning deadlines to team members and tracking task completion using project management software, such as Jira, Trello, or Asana.
• Communication management: Facilitating meetings, circulating meeting minutes, and ensuring stakeholders are informed about project progress.
• Resource allocation: Forecasting resource needs, monitoring expenditures, and coordinating procurement activities.
• Documentation and reporting: Maintaining accurate project documentation, including project plans, progress reports, and financial records.
• Continuous improvement: Identifying inefficiencies, proposing solutions, and implementing best practices to enhance project outcomes and team performance.

If you’re using a project coordinator role as a stepping stone toward becoming a project manager, it’s important to gain a comprehensive view of the entire project process. As you progress through your career, find opportunities to work on different aspects of your team’s projects to gain more exposure to various tools, techniques, and approaches.

As you gain experience, you may be given more responsibilities until you are able to oversee an entire project from start to finish without supervision. At that point, you may be able to transition from a project coordinator to a project manager role.

The University of Arizona Continuing and Professional Education Project Management Certificate Course curriculum, in collaboration with Ziplines Education, can get you up to speed on skills like those listed above. By the end of the program, you should be able to perform effective team management, manage tasks and allocate resources, create systems for monitoring project progress, and develop project reports for various stakeholders. 

The Project Life Cycle

While every project is different, they all tend to follow the same general steps, which is called the project life cycle. The most commonly recognized project phases include:

1. Initiation: Define the projects, identify stakeholders, and assess resource requirements.
2. Planning: Develop a project plan, define roles, estimate costs, and determine reporting requirements.
3. Execution: Implement the project plan, coordinate resources, monitor progress, and conduct regular meetings.
4. Monitoring and controlling: Track project performance, monitor project scope, manage changes, and address risks.
5. Closure: Complete project deliverables, conduct a post-project review, document successes, and hand over documentation.

Project coordinators serve as a central point of contact within each phase, helping to maintain momentum and foster collaboration to achieve successful project outcomes.

Project Coordinator vs. Project Manager

So, what sets a project manager apart from a project coordinator? Here’s a quick breakdown of how the roles compare:

According to the U.S. Bureau of Labor Statistics (BLS), project management specialists reported a median annual wage of $95,370 in 2023. In Arizona, the reported mean annual wage was slightly higher, at $98,840 in the same year. Compared with a project manager, a project coordinator salary may be slightly less due to the difference in expectations and responsibilities. If you’re just getting started in the field, it can also be helpful to research entry level salary information for various positions.

Curious how the project coordinator job differs from product management? While a project coordinator oversees an entire project from start to finish, a product manager is responsible for a product’s success throughout its entire lifecycle. Program managers also play a role in project management, however, they typically oversee multiple projects at once, which requires a more advanced skill set.

Project Coordinator Skills and Qualities

The Project Management Training Institute (PMTI) lists the following essential skills for successful project coordinating:

• Communication: Project coordinators collaborate with teammates, stakeholders, and clients, which requires clear and effective communication of project updates.
• Organizational skills: Project coordinators maintain organization of tasks, resources, and timelines, prioritizing effectively to achieve timely projet completion.
• Time management: Effective project coordinators excel in managing multiple responsibilities concurrently, underscoring the importance of time management for sustained success.
• Problem solving: Project coordinators should be able to identify obstacles and devise innovative solutions to ensure tasks remain on schedule and meet objectives.
• Technical skills: Project coordinators frequently utilize project management tools like Jira or Asana to streamline project planning and management processes.

You may also want to consider earning a relevant certification in project management. This can help demonstrate to employers that you meet the standards set forth by independent organizations such as PMTI.

Become a Project Coordinator in 4 Steps

Your journey to becoming a project coordinator will depend on your current experience, education, and professional goals. While there isn’t a specific pathway into the industry, there are some foundational steps you can take to set yourself up for success.

Step 1: Complete Your Education

The first thing to consider is your educational background. Whether you’re considering undergraduate programs, pursuing postsecondary education, or seeking accelerated certificate courses, it’s important to weigh these factors as you explore your options.

Here’s a quick breakdown of what you might expect from different program types based on credential:

• Project Management Bachelor’s Degree: Undergraduate programs in project management are often integrated with business or related degree tracks. Pursuing a bachelor’s degree typically requires around four years of study, though costs can vary significantly depending on the institution and location.
• Project Management Master’s Degree: Individuals pursuing a master’s degree in project management can cultivate essential skills for leadership and communication. Completing an advanced degree program can span between 12 and 36 months, contingent on the program’s focus and duration.
• Project Management Certificate: Obtaining a project management certification offers learners a valuable opportunity to acquire sought-after skills, irrespective of their background. Many programs cater to learners at different stages and can be completed entirely online in as little as 10 weeks.

Step 2: Build Necessary Skills

Whether you’ve set your sights on becoming a scrum master or you’re preparing for a different project coordinator role, you first need the necessary project management skills. After gaining a solid understanding of project management concepts and theories, you can apply your knowledge in practical settings.

As you evaluate project management programs, prioritize those that offer hands-on learning and opportunities to apply skills in real-world scenarios. This can enhance your theoretical knowledge and equip you with the experience many employers want to see when you start applying for jobs. It will also prepare you for the challenges associated with various project coordination roles.

In addition to the soft skills listed above, project coordination requires a variety of hard skills, including:

• Project management methodologies, like Agile, Scrum, and Waterfall
• Project management software, like Jira, Wrike, and Asana
• Project planning, scheduling, and budgeting using tools like Gantt charts
• Project scoping, forecasting, and tracking via customized dashboards
• Managing risk, cost, and tasks using project management software

Learners in the University of Arizona Continuing and Professional Education Project Management Certificate Course, in collaboration with Ziplines Education, can build these skills through activities designed to emulate realistic industry scenarios. As you complete assignments and projects, you can add them to your portfolio and showcase your thought process through case studies. Your portfolio, paired with your project management certification, can make you an attractive candidate for employers.

Step 3: Gain Relevant Experience

One of the best ways to solidify your project coordination knowledge is by applying for an internship or entry-level position. If you choose this route, keep in mind that some paid roles may require candidates with prior professional experience.

Community involvement is another effective strategy you can use to gain additional project coordination experience and insights. Many free networking groups and Slack channels are dedicated to connecting businesses with skilled professionals. These communities often provide chances to engage in small projects, lead ad hoc teams, and network with industry experts who can offer guidance or referrals. They can also be a valuable resource for building practical experience and establishing connecting in the broader field of project management.

Step 4: Obtain Certifications

Obtaining a certification can distinguish you from other project management professionals, which can help you advance from a project coordinator position when you’re ready. Certifications can enhance your credibility, demonstrate your commitment to professional development, and strengthen your position during salary negotiations.

 Here are some of the project management certifications available:

• Project Management Professional (PMP): This certification is known as the industry gold standard. Successful completion of a PMP certification training course demonstrates your ability to perform the role of a project manager.
• Agile Certified Practitioner: This certification covers agile methodologies and demonstrates your ability to deliver a successful project through iterative development.
• Certified Associate in Project Management (CAPM): This certification communicates that you have strong foundational knowledge and skills required for successful project management.
• Jira Software Essentials Certification: This certification validates your knowledge of key Jira software concepts. It demonstrates your ability to effectively work with teams.

It’s important to understand your career goals while researching the project management certifications available to you. Your education and training can be tailored to your specific skills and interests, allowing you to stand out among other qualified applicants when you start applying for jobs.

Choosing a Project Management Course

So far, you’ve learned the steps to take in becoming a project coordinator — but how do you maske sure you’ve chosen the right course to get you there? While project management courses can vary in quality and content, you should look for a curriculum that covers the skills and knowledge you need to achieve your goals.

Here’s an overview of potential topics and skills that may be covered:

Introductory Coursework

• Introduction to Project Management: Learn the six lifecycle stages of project management, differentiate between methodologies and corresponding tools, and create a project brief.
• Manage Stakeholders: Identify and manage stakeholders, build relationships, manage stakeholder expectations, and develop a strategy for assembling project stakeholders.
• Plan and Scope: Define project objectives, scope, and stakeholders; build an implementation approach; create a project roadmap; and host a project kickoff meeting.
• Create a Project Plan: Break town project tasks and estimate durations, visualize tasks and interdependencies, manage tasks, and report on projects.

Intermediate Coursework

• Agile Project Management: Identify key principles of Agile project management, manage software projects using Kanban and Scrum, and create an Agile project plan.
• Manage Budget, Cost, and Resources: Identify key components of a project budget, identify strategies for effective cost management and estimation, and define techniques to negotiate with vendors.
• Manage Risks: Identify potential risks and assess their impact and likelihood, develop risk response strategies and contingency plans, and monitor project risks.

Advanced Coursework

• Monitor Process and Control Quality: Establish the definition of “done” for a project, manage scope creep, establish project health metrics, create a system for monitoring project progress, and develop a project status report.
• Lead Teams and Resolve Conflicts: Identify effective team management best practices, renegotiate agreements based on changes, utilize leadership techniques, and manage stakeholder expectations.
• Evaluate Project Success: Facilitate a retrospective, close a project and evaluate its success, operationalize and transition process improvements, and develop a project closure report.

Advance Your Career With Project Coordinator Skills

Starting your path toward becoming a project coordinator marks the beginning of an exciting journey into project management. As you gear up for your job search, tapping into career advice and guidance can be a game-changer.

If your chosen program provides career services, seize the opportunity for personalized support like resume critiques, interview coaching, and potential job referrals. These tailored resources not only bolster your job-hunting strategy, but also empower you to navigate the competitive landscape of project management roles with confidence and competence.

Project Coordinator Job Titles

When it’s time to start the job search, it’s important to understand what you’re actually searching for. While you may be up to speed on various project coordinator responsibilities, job listings and titles can be vastly different, even if they’re looking to fill the same project coordinator role. Here are some common project coordinator and project management titles to keep an eye out for:

• Project coordinator
• Junior project manager
• Project administrator
• Project support specialist
• Project manager
• Associate project manager
• Senior project manager
• Scrum master

Depending on your background and certification, you may also be eligible for product management roles, such as associate product manager, product lead, or product director.

Career Advice for Aspiring Project Coordinators

When building your professional network, consider joining professional organizations and seeking mentorship from professionals whose career paths align with your aspirations. Whether it’s connecting on LinkedIn with an invitation to coffee or introducing yourself at industry gatherings, be prepared to exchange contact information.

Continuing education is another valuable aspect of long-term career success. As project coordination strategies evolve, you can stay ahead of the curve by subscribing to industry newsletters, joining professional associations, and staying abreast of emerging trends.

Start Your Project Coordinator Journey Today

Taking a project coordinator course is a great option for tech-savvy learners who want to gain modern skills that can keep projects on track, on time, and on budget. Whether you’re looking to start a career or advance to becoming a project manager, the University of Arizona Continuing and Professional Education Project Management Certificate Course, in collaboration with Ziplines Education, can prepare you with the skills you need to succeed.

If you’re ready to take the next step toward becoming a certified project coordination professional, we invite you to explore the Arizona Project Management Certificate Course, in collaboration with Ziplines Education, curriculum and benefits, or schedule an appointment with an advisor today.