Project Coordinator for Program Development

Project Coordinator for Program Development

Date Posted: October 30, 2026

The Project Coordinator for Program Development manages the day-to-day coordination, implementation, and compliance of an active institutional program development grant. This role serves as the central bridge between academic leadership, faculty/staff program teams, university financial offices, and external funding agencies. The coordinator ensures that all program milestones, financial tracking, reporting requirements, and stakeholder engagements align with both university policy and the grantor’s terms and conditions. The coordinator is responsible for coordination and oversite tasks, milestones, objectives, and outcomes associated with the grant. The Project Coordinator works directly with the Project Director or Principal Investigator in strategically leading progress toward expected outcomes.

REPRESENTATIVE DUTIES

Program Coordination & Implementation

• Coordinate day-to-day operational activities and workflows for the program development grant to ensure stated goals and timelines are met.
• Plan and facilitate project meetings, stakeholder workshops, steering committees, and collaborative sessions with internal and external partners.
• Track project deliverables, action items, and milestone progression, adjusting operational tracking tools as needed.
• Serve as the primary point of contact for program participants, faculty leads, campus departments, and external advisory bodies.

Grant Management & Compliance

• Monitor grant budgets, expenditures, and financial allocations in close collaboration with the university’s Office of Sponsored Projects or Business/Finance office.
• Ensure all program activities and spending adhere to university policies, state/federal regulations, and the specific terms of the funding agency.
• Assist in preparing and submitting periodic financial, statistical, and narrative progress reports required by the funding agency.
• Maintain comprehensive, audit-ready grant files, documentation records, and correspondence archives.

Communication & Stakeholder Engagement

• Draft internal communications, newsletters, promotional updates, and reports highlighting program development achievements.
• Liaise with university procurement, legal, and human resources offices to process sub-awards, vendor contracts, equipment purchases, and project personnel hiring.
• Support evaluation efforts by collecting data, tracking key performance indicators (KPIs), and assisting with program assessment reviews.

KNOWLEDGE and SKILLS

• Project Management: Strong organizational skills with the ability to manage complex timelines, multiple priorities, and cross-functional teams.
• Financial Acumen: Understanding of university or non-profit budgeting, expense tracking, and financial reporting.
• Communication: Exceptional written and verbal communication skills; ability to draft clear technical and narrative reports.
• Technical Proficiency: Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and experience with university ERP or grant management systems (e.g., Banner, Cayuse, or similar platforms).

MINIMUM EDUCATION QUALIFICATION

• Bachelor’s degree in Higher Administration, Public Administration, Business, Nonprofit Management, Communications, or a related field appropriate to the project focus. (Master’s degree preferred).

MINIMUM EXPERIENCE QUALIFICATION

• Minimum of 2–3 years of experience in grant coordination, project management, or sponsored programs administration, ideally within a higher education or non-profit setting. Related experience may be considered if minimum is not met.
• Familiarity with federal, state, or private foundation grant guidelines and post-award compliance.

PREFERRED CERTIFICATION

• Project Management Professional (PMP)

ADDITIONAL REQUIREMENTS

• Qualifications and/or Duties associated with the Specific Project.
• Project Coordinator is expected to have experience aligned with the specific goals of the grant funded project. Additional qualifications or duties may be included as an appendix.