Project Coordinator

Summary: The Project Coordinator to the Dean exercises discretion and independent judgment in matters of significance to the operation of the College of Health Sciences (CoHS) and has delegated responsibility for administrative matters, internal and external to the college. This position is responsible for managing the day-to-day administrative infrastructure of the college, including faculty contracts, load tracking, course scheduling, program cycle management, and accreditation support logistics. The Project Coordinator serves as the primary operational and administrative support resource for the Dean and CoHS leadership and plays a central role in ensuring that college systems, processes, and records are accurate, organized, and proactively maintained. The ideal candidate is highly organized, proactive, and comfortable operating in a fast-paced, growth-oriented academic environment where systems are still being built and refined.

ESSENTIAL JOB FUNCTIONS:

Administrative and Office Operations:

• Serve as the primary administrative liaison for the Dean's office, managing correspondence, calendar coordination, meeting preparation, and follow-up on action items.
• Schedule and attend meetings on behalf of the Dean; develop and disseminate meeting agendas, minutes, and follow-up communications.
• Track and manage college-level projects, initiatives, and deliverables, maintaining a centralized project tracker and ensuring the Dean is informed of status, risks, and upcoming deadlines.
• Prepare reports, summaries, presentations, and briefing materials for the Dean in support of Provost-level meetings, accreditation activities, and strategic planning.
• Research, gather, and compile information to compose, edit, and distribute professional correspondence on behalf of the Dean and college leadership.
• Resolve unexpected, difficult, sensitive, and routine problems and requests using independent discretion and tact.
• Analyze and solve problems using institutional precedent, policy, and procedure; escalate issues to the Dean with recommended solutions.
• Manage p-card reconciliation and expense reporting for the college, ensuring compliance with institutional financial policies and accurate record-keeping.
• Maintain organized, up-to-date records for college operations, including program documentation, contracts, policy correspondence, and accreditation support files.
• Maintain a database of CoHS academic and operational policies, ensuring currency and accessibility for college leadership and program directors.
• Develop and facilitate presentations to staff, faculty, program directors, and other groups as requested by the Dean.
• Enhance professional growth and development through educational programs, current literature, in-service events, seminars, and workshops.

Course Scheduling and Academic Cycle Management:

• Manage the college-wide course cycle from scheduling through delivery, including building and maintaining the master schedule, coordinating with the Registrar, and tracking open/close list decisions across all CoHS programs.
• Serve as the operational point of contact for the annual academic course cycle, ensuring all deadlines are met across programs and communicated proactively to program directors and faculty.
• Monitor and document course enrollment data; prepare enrollment reports for the Dean and assist in data-informed scheduling decisions each trimester.
• Coordinate the submission and tracking of course overload requests, schedule adjustments, syllabus approvals, and grade change documentation in accordance with institutional policy.
• Maintain and update the CoHS curriculum committee calendar, prepare meeting materials, record minutes, and track action items through to resolution.

Faculty Contracting and Load Management:

• Prepare, process, and track all faculty contracts for the college, including full-time, part-time, and adjunct appointments, in coordination with Human Resources and the Dean.
• Maintain an accurate, real-time faculty load tracking system across all CoHS programs, flagging overload situations, under-assignments, and contractual discrepancies for the Dean's review.
• Coordinate the curriculum development payment process, ensuring timely and accurate documentation, approvals, and submission to Finance in accordance with institutional policy.
• Support the onboarding of new faculty and program directors including coordinating logistics, distributing onboarding materials, and serving as the initial point of contact for administrative questions.
• Facilitate hiring committee logistics for program director and faculty searches, including scheduling, material preparation, and candidate communication coordination.

Accreditation and Program Support:

• Assist in the preparation and organization of accreditation documentation across CoHS programs, including HLC substantive change applications, program review files, and annual reporting materials.
• Track accreditation timelines, renewal deadlines, and compliance requirements across programs (including ACEND, CACREP, ARC-PA, and HLC), and proactively alert the Dean to upcoming obligations.
• Coordinate logistics for accreditation site visits and internal program reviews, including scheduling, document preparation, and communication with review teams.
• Provide operational and logistical support for the launch of new CoHS programs, including coordination of hiring processes, onboarding logistics, and administrative setup for incoming program directors.
• Assist in the development and maintenance of college-wide operational systems, templates, and processes to support consistent, scalable administration as the college grows.
• Plan, prioritize, and coordinate accreditation and programmatic activities, as assigned, to ensure all deadlines are met.

ADDITIONAL DUTIES AND RESPONSIBILITIES:

• Assumes additional responsibilities, performs special projects, and assists with other duties as needed or requested.
• Exhibits student-centeredness in the performance of all job duties.
• Treats all others with respect; understands the impact of culture/background on the behavior of others; respects differences among the Logan community and demonstrates inclusive behavior.
• Anticipates, listens to, understands, and responds to customer needs. Delivers work products and services in a way that reflects positively upon the department and the University.
• Works independently and with minimal supervision, exercising professional judgment in the performance of all assigned responsibilities.

REQUIRED QUALIFICATIONS:

Education, Training and/or Experience

• Bachelor's degree in business administration, higher education administration, public administration, health administration, or a related field preferred. An equivalent combination of education and directly relevant professional experience in academic or administrative operations will be considered in lieu of a degree.
• Minimum of two (2) years of progressively responsible administrative, project coordination, or operations experience, preferably in a higher education, healthcare, or professional services environment.
• Demonstrated experience managing multiple concurrent projects and deadlines in a complex organizational environment.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams); experience with academic systems such as student information systems (SIS), learning management systems (LMS), or scheduling platforms preferred.
• Strong written and verbal communication skills, with demonstrated ability to prepare professional documents, reports, and correspondence.
• Experience handling sensitive and confidential information with discretion and professionalism.

Knowledge, Skills, Abilities, and Personal Characteristics:

• Exceptionally organized with strong attention to detail and the ability to maintain accuracy under deadline pressure.
• Proactive self-starter who can identify needs, anticipate problems, and take initiative without waiting to be directed.
• Ability to be self-directed and work independently with minimal supervision in a dynamic, growth-oriented environment where priorities and systems are actively being developed.
• Strong interpersonal skills and the ability to build effective working relationships across levels of an organization, including faculty, staff, program directors, and senior leadership.
• Demonstrated ability to exercise sound judgment, manage competing priorities, and escalate issues appropriately.
• Ability to deal with difficult situations involving sensitive and confidential matters with professionalism and tact.
• Comfortable operating with ambiguity; able to build structure and develop systems where they do not yet exist.
• Able to organize, work, and engage in a variety of tasks simultaneously and consistently meet deadlines.

PHYSICAL DEMANDS:

• The nature of work requires an ability to operate standard business and educational office equipment.
• Requires the ability to communicate and exchange information effectively in written and verbal form.
• Requires the ability to collect, compile, and prepare work documents and maintain organized work files.
• Ability to maintain mental concentration for sustained periods during high-volume operational cycles (e.g., trimester start, accreditation deadlines, contract processing periods).

WORKING CONDITIONS:

• Work is performed in a general office environment.
• May require extended hours during peak operational periods, including trimester start, accreditation cycles, and program launch activities.

This job description is not intended to be a complete list of all responsibilities, duties, or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of Logan University.