Administrative Coordinator - Program Support

Pittsburg State University - Pittsburg, KS

Full-time - Entry Level

Pittsburg, KS

Educational Services

About the position

Pittsburg State University is seeking an Administrative Coordinator - Program Support for the Division of Economic Development and Community Engagement. This role is crucial in assisting with the planning, execution, and management of various programs within the division. The Administrative Coordinator will play a vital role in building and sustaining mutually beneficial relationships with community partners, overseeing the entire lifecycle of sponsored projects, and ensuring compliance with relevant regulations. The position requires a proactive individual who can manage multiple tasks and work collaboratively with various stakeholders to achieve program goals. The primary responsibilities include program coordination, where the coordinator will assist in planning, executing, and monitoring programs. This involves maintaining accurate program records, including participant data, budgets, and progress reports, as well as coordinating program schedules and timelines. The coordinator will also organize and oversee program-related events, workshops, meetings, and training sessions, serving as the primary point of contact for program participants. This role requires effective communication skills to address inquiries and concerns while collaborating with program managers and team members to ensure seamless program delivery. In addition to program coordination, the Administrative Coordinator will provide administrative support by overseeing, maintaining, organizing, and updating documents, records, and files. This includes facilitating effective communication within the organization, distributing memos and reports, and serving as a point of contact for internal and external stakeholders. The coordinator will implement and oversee policies and procedures, assist in logistics coordination, and provide general administrative assistance such as scheduling and handling routine correspondence. Budget management is another critical aspect of this role, where the coordinator will work closely with the Office of Research and Compliance to ensure compliance with university and outside regulations. This includes assisting in budget tracking, expense management, and financial reporting for programs. The coordinator will also serve as the department backup for financial transactions and processing, ensuring that all financial activities are conducted accurately and efficiently. Other duties may be assigned as needed to support the division's objectives.

Responsibilities

• Assist in the planning, execution, and monitoring of programs.
• Maintain accurate program records, including participant data, budgets, and progress reports.
• Coordinate program schedules and timelines.
• Organize and oversee program-related events, workshops, meetings, and training sessions.
• Serve as the primary point of contact for program participants, addressing inquiries, concerns, and providing information.
• Collaborate with program managers and team members to ensure seamless program delivery.
• Assist in the evaluation of program outcomes and impact, gathering feedback from participants and stakeholders.
• Prepare and distribute program-related materials, reports, and updates.
• Report on project status to higher management.
• Oversee, maintain, organize, and update documents, records, and files, ensuring they are easily accessible and well-organized.
• Facilitate effective communication within the organization, distribute memos, reports, and other documents, and serve as a point of contact for internal and external stakeholders for designated areas.
• Implement and oversee policies and procedures.
• Assist in coordination logistics, including venue booking, catering, and equipment setup.
• Provide general administrative assistance, including scheduling, filing, and handling routine correspondence.
• Work closely with the Office of Research and Compliance to ensure compliance with university and outside regulations.
• Assist in budget tracking, expense management, and financial reporting for programs.
• Serve as the department backup for financial transactions and processing.
• Perform other duties as assigned.

Requirements

• Strong organizational skills and attention to detail.
• Excellent communication and interpersonal skills.
• Ability to manage multiple tasks and prioritize effectively.
• Experience in program coordination or administrative support.
• Familiarity with budget management and financial reporting.
• Proficiency in Microsoft Office Suite and other relevant software.

Nice-to-haves

• Experience in higher education or non-profit organizations.
• Knowledge of compliance regulations related to program management.
• Ability to work collaboratively in a team environment.

Benefits

• Health insurance coverage.
• Retirement savings plan options.
• Paid holidays and vacation time.
• Professional development opportunities.