Project Coordinator

This role offers a chance to play a central, high-impact role in advancing Utah Valley University's Professional & Executive Education initiatives by bringing clarity, structure, and consistency to a dynamic project portfolio. Working under the general direction of the Senior Director, the Coordinator serves as the hub for project governance, managing intake, setup, standardized templates, documentation, and status reporting so that work across multiple concurrent initiatives remains organized, visible, and aligned with strategic goals. Applicants who enjoy coordinating complex work and enabling others to succeed will find this role especially rewarding. By ensuring projects are tracked consistently and communicated effectively, the Coordinator helps functional team members and subject matter experts stay focused on delivering high-quality outcomes on schedule. The position offers meaningful collaboration, exposure to diverse initiatives, and the opportunity to strengthen processes that support innovation, accountability, and continuous improvement within a mission-driven university environment.

Project Intake, Setup & Governance:

Serves as the primary point of contact for new project requests and ensures submissions include required information (scope, goals, stakeholders, timeline assumptions, approvals). Creates project records and establishes project structures using approved templates. Maintains and improves project templates and standards to ensure consistent documentation and repeatable workflows. Coordinates project prioritization visibility and prepares project summaries for leadership review.

Project Status Management & Reporting:

Owns the project status cadence for assigned initiatives: tracks milestones, dependencies, due dates, risks, and keeps the project management system current. Facilitates recurring status check-ins, documents action items, and follows up to ensure updates are captured and communicated. Produces routine portfolio reporting (dashboards/status summaries) to support planning, workload visibility, and decision-making. Escalates project risks and timeline concerns to the supervisor with clear options and recommended next steps.

Cross-Functional Coordination & Handoffs:

Coordinates cross-functional handoffs between Instructional Design, Marketing, Operations, and Program Managers to confirm ownership, timelines, and deliverables. Clarifies roles and responsibilities and supports accountability without direct authority. Ensures projects move forward by managing communication and coordination rather than serving as the primary executor of deliverables.

Course Approval Workflow & Operations Submission:

Manages the post-approval workflow for new and revised courses, confirming that required approvals and documentation are complete and stored appropriately. Submits newly approved courses to the Operations team for setup and downstream processing and tracks the handoff to completion. Maintains a submission log and monitors lead times and completeness to reduce rework and improve readiness.

Inventory & Resource Tracking:

Maintains inventory tracking for department materials/swag/supplies and aligns inventory needs with upcoming project demands and timelines. Ensures inventory activity is logged consistently and provides periodic inventory summaries and risk flags (e.g., low stock, upcoming needs that could impact readiness). Coordinates inventory-related requests and purchasing steps when they are part of approved project plans (in accordance with policy and supervisor direction). Other Duties as

Assigned:

Participates in division/department initiatives and committee work aligned with operational effectiveness and learner experience. Provides limited administrative support only when directly tied to project governance, documentation, reporting, or required workflow processing. Bachelor's degree in business, project management, public administration, or a related field plus one (1) year of experience in an operational project management or related role involving timelines, stakeholders, and deliverables; Or any combination of education and experience related to the summary of duties totaling five years.

Preferred Qualifications:

CAPM, PMI

project management training/certificate, or equivalent project management coursework. Demonstrated experience in project coordination or project management (formal or informal), including managing schedules, risks, and stakeholder communication. Experience using project management software (e.g., Wrike, Asana, Monday.com, Smartsheet, Trello, MS Project, or similar). Experience coordinating work in higher education, continuing education, or customer-facing operations. Experience documenting workflows and maintaining templates or process standards. Knowledge Working knowledge of project coordination methods and workflow governance. Knowledge of maintaining standardized documentation, templates, and tracking systems. Knowledge of basic inventory tracking and operational handoff processes. Skills Skill in project organization, task tracking, and maintaining deadlines across multiple concurrent initiatives. Skill in written communication (status updates, documentation, stakeholder messaging) and interpersonal communication across diverse groups. Skill in producing clear reporting summaries and maintaining accurate records. Skill in using office productivity software and shared documentation systems. Abilities Ability to maintain project systems and documentation with consistency and attention to detail. Ability to manage competing priorities, follow through, and keep stakeholders accountable without direct authority. Ability to identify risks early, escalate appropriately, and recommend practical solutions. Ability to work under minimal supervision and maintain professionalism with sensitive information. Ability to demonstrate during the selection process: Creating a basic project plan from an intake request (scope, milestones, owners, due dates). Producing a clear weekly status update (progress, risks, next steps).