Program Coordinator

Position Title

Program Coordinator

Position Summary

The Program Coordinator provides operational, administrative, and program coordination support for departmental or organizational operations. This position is responsible for coordinating administrative workflows, supporting meetings and events, maintaining records and communications, and assisting with day-to-day operational activities. The Program Coordinator works collaboratively with internal and external stakeholders to support efficient operations, timely communication, and effective coordination of departmental initiatives and activities.

Essential Duties and Responsibilities

Office Operations and Administrative Support

• Provide administrative and operational support for departmental or organizational activities and daily operations.
• Coordinate administrative workflows, records management processes, filing systems, and document distribution activities.
• Respond to general inquiries, route communications appropriately, and assist internal and external stakeholders as needed.
• Maintain schedules, calendars, meeting logistics, conference room reservations, and shared operational resources.
• Perform administrative support duties including document preparation, proofreading, data entry, copying, and supply inventory coordination.
• Maintain confidentiality and exercise discretion when handling sensitive information and materials.

Correspondence Coordination

• Draft, format, and coordinate routine correspondence, communications, reports, and related documentation.
• Maintain tracking logs, templates, records, and workflow documentation to support operational efficiency and communication processes.
• Coordinate routing and administrative processing of documents, approvals, and related materials.
• Support communication and coordination activities across departments, programs, and stakeholder groups.

Meeting, Event, and Logistics Coordination

• Coordinate logistics for meetings, events, workshops, programs, and departmental activities, including scheduling, materials preparation, attendance coordination, and facility arrangements.
• Support travel arrangements, itineraries, registrations, and related logistical coordination activities as assigned.
• Coordinate with internal departments and external vendors to support operational and event-related needs.
• Assist with preparation and distribution of meeting materials, presentations, agendas, and communication documents.

Financial and Procurement Support

• Assist with purchase requisitions, invoices, expense tracking, procurement activities, and administrative financial processes.
• Monitor office or program supply inventory and coordinate purchasing and replenishment activities as needed.
• Track and follow up on operational, financial, and administrative documentation to support departmental activities.
• Support special projects, program initiatives, and operational assignments as needed.

Required Qualifications

• High school diploma or GED required; bachelor’s degree preferred.
• Minimum of three to four years of progressive administrative experience supporting a senior executive in a fast-paced environment, or an equivalent combination of education and experience.
• Prior experience in higher education administration preferred.

Knowledge, Skills, and Abilities

• Strong customer service and interpersonal skills with the ability to communicate effectively with diverse stakeholders.
• Excellent written and verbal communication skills, including proofreading and professional correspondence drafting.
• Strong organizational skills with the ability to manage multiple priorities and deadlines with accuracy and attention to detail.
• Ability to exercise sound judgment, maintain confidentiality, and handle sensitive information with discretion.
• Demonstrated initiative and ability to work independently in a fast-paced environment.
• Ability to adapt to changing priorities and maintain professionalism under pressure.
• Proficiency with Microsoft Office Suite and administrative support systems.
• Strong collaboration and relationship-building skills.
• Willingness to occasionally work extended hours in support of presidential events and activities.

Preferred Qualifications

• Bachelor’s degree from an accredited college or university in Business Administration, Communications, Public Administration, or a related field preferred.
• Experience supporting senior leadership or executive-level operations within higher education, nonprofit, government, or similarly complex organizations preferred.
• Experience coordinating executive correspondence, travel logistics, meetings, or special events in a fast-paced professional environment preferred.

Certifications, Licenses, Restrictions

None.

Physical Demands

While performing the duties of this job, the employee is regularly required to: talk, walk, hear, sit, use hands to handle office supplies, operate computer and other office equipment. The employee is frequently required to: reach with hands and arms and stand. The employee is occasionally required to: climb, and lift and/or move up to 15 pounds. Specific vision abilities required by this job the ability to adjust focus.

Full Time/Part Time: Full-time

Posting Number: SC0926P

Open Until Filled: No

Tagged as: Employment