Project Coordinator

Location: Chesterfield

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…