Project Coordinator I

The Project Coordinator provides administrative and operational coordination for division-wide projects and initiatives within the Office of Data, Analytics, Reporting, and Analysis (DARpA). The position supports planning, organizing, tracking, and documenting projects across reporting, curriculum support, assessment, and accreditation functions to ensure timely completion of deliverables and alignment with divisional priorities. Responsibilities include maintaining project schedules and documentation, coordinating meetings and communications, preparing agendas and materials, recording action items, monitoring progress, and facilitating follow-through on assigned tasks. The role also provides basic system and process support to internal stakeholders by routing requests, assisting with troubleshooting, and promoting consistent use of departmental tools and procedures. LU Job Description Form v.23.02 The Project Coordinator works collaboratively with technical and nontechnical staff to support efficient operations and the successful execution of departmental initiatives.

Special Note:

We are unable to provide visa sponsorship for this position. Candidates must be authorized to work in the United States without the need for sponsorship now or in the future.

Project Coordination & Tracking:

Coordinates and monitors division-wide projects to ensure timely completion and alignment with DARpA priorities. Maintains the project management and ticketing systems; tracks milestones, deliverables, and deadlines; works with stakeholders to establish timelines; monitors progress; and follows up on outstanding tasks and action items.

Stakeholder Communication & Meeting Facilitation:

Supports project execution through structured communication and meeting coordination. Schedules and facilitates meetings; prepares agendas and materials; documents decisions and action items; and communicates status updates and next steps to stakeholders across functional areas.

Systems & End-User Support:

Provides operational and user support for DARpA systems and tools, including Watermark, Smartsheet, Forms, and related platforms. Routes requests, assists with troubleshooting and issue resolution, promotes consistent system use, and serves as a liaison between users and technical resources.

Documentation & Reporting:

Develops and maintains project documentation, process records, and departmental reports. Compiles and summarizes system-level data and project status information to support planning, compliance, assessment, and accreditation activities.

Training & Process Improvement:

Supports continuous improvement of departmental operations by delivering training and guidance on DARpA processes and systems, developing reference materials, and recommending enhancements to workflows and tools to improve efficiency and consistency.

Minimum Qualifications:

An associate degree in a related field (Business, Education, Communications, Information Systems, Public Administration, or a similar discipline). Or two years of directly related experience may be substituted in lieu of degree. Demonstrated experience coordinating projects, timelines, and deliverables. Strong organizational skills with ability to manage multiple priorities. Experience scheduling and supporting meetings (agendas, minutes, action items) Strong written and verbal communication skills. Working knowledge of Microsoft Office (Outlook, Teams, Excel, Word, PowerPoint).] Customer-service mindset and responsiveness to end-user needs. Ability to work collaboratively across diverse stakeholders and maintain confidentiality.

Desired Qualifications:

Experience working in higher education or an educational setting. Familiarity with institutional reporting, curriculum processes, assessment, or accreditation support. Experience with project tracking tools (Smartsheet preferred; Planner/Trello acceptable). Experience supporting end users support with basic system navigation or troubleshooting. Experience developing or maintaining project documentation, SOPs, or training materials.

Key Competencies:

Problem-Solving & Analytical Thinking:

Ability to identify issues, assess relevant information, and develop practical solutions to support project and operational needs.

Project Coordination & Organization:

Ability to plan, organize, track, and document multiple projects simultaneously.

Communication & Meeting Facilitation:

Strong written and verbal communication skills, including preparing agendas and materials, documenting action items, coordinating cross-functional meetings, and ensuring clear follow-through on assigned tasks.

Collaboration & Stakeholder Engagement:

Ability to work effectively with both technical and non-technical staff, fostering cooperative working relationships to support efficient operations and successful implementation of departmental initiatives.

Physical Requirements:

Ability to work at a computer for extended periods; communicate effectively in person and electronically; attend meetings across campus as needed.

Job Conditions:

Standard office environment with routine use of computer and office equipment. Occasional evening/weekend work may be required during peak reporting or institutional deadlines. Frequent interaction with academic and administrative stakeholders.