Program Coordinator

3 weeks ago

Washington, United States Howard University Full time

JOB PURPOSE:
The purpose of this position is to perform a variety of office/event management and administrative work. This position may control office workflow and establish office procedures supporting the department. The incumbent typically works at a high degree of independence and uses initiative to carry out regular assignments by established policies and procedures. This position generally reports to a department manager, assistant/associate director, assistant/associate dean, or senior administrator.

SUPERVISORY AUTHORITY:
Responsible for orienting and training others and assigning and reviewing their work. May also be responsible for acting in a “lead” or “senior” capacity over other positions, performing essentially the same work or related technical tasks and reporting to a higher level on a formal basis.

NATURE AND SCOPE:
Internal contacts generally include administrators, faculty, students and staff. External contacts generally include vendors, consultants, visitors and the general public.

PRINCIPAL ACCOUNTABILITIES:

- Control the workflow of the office. Implement office procedures and practices. Perform directives from supervisor to coordinate administrative procedures within department and/or other offices.
- Maintain bookkeeping records of revenues and expenditures for the department or school. Assign proper budget codes. Prepare requests for travel authorizations, services request, etc. Check records, meet with staff and resolve any differences with accounting.
- Supervise the scheduling of appointments, meetings and conferences for department heads and/or other department staff.
- Coordinate logistics of all department events and meetings including travel and lodging arrangements, agendas, information packets, parking, amenities etc. and provide on-site guidance to visitors and guests for university related events.
- Record and maintain agenda and minutes from all division, department and faculty meetings and distribute them accordingly.
- Review catalogs and meet with vendors to order office supplies and equipment. Obtain bids and price quotes from vendors, monitor inventory of supplies.
- Develop detailed event plans, including timelines and resource requirements.
- Select and secure suitable event venues and vendors (caterers, decorators, audiovisual equipment, etc.).
- Create event layouts, coordinate and manage all event logistics, such as transportation, lodging, and scheduling.
- Oversee event registration, ticketing, and guest list management.
- Liaise with Business Manager to develop and manage event budgets, ensuring cost-effectiveness, and track expenses and provide regular financial updates to Director.
- Oversee all event operations on the day of the event.
- Address any issues that may arise and ensure everything runs smoothly.
- Coordinate and lead event staff, including event assistants and volunteers.
- Delegate tasks and ensure everyone knows their roles.
- Identify and address potential issues or risks associated with the event.
- Develop contingency plans in case of unforeseen challenges.
- Gather feedback from clients and attendees.
- Evaluate the event's success and identify areas for improvement.
- Create and manage office filing systems. Responsible for filing correspondence and other items accordingly.
- Receive, open and screen mail for the department.
- May assists in the completion of grant proposals for the department and divisions within the department.
- Process paperwork for the hiring of new salaried personnel and advises them concerning the University’s procedures.
- Perform other job-related duties as assigned.

CORE COMPETENCIES:

- Advanced knowledge of office and administrative practices and principles.
- Knowledge and skill in accounting and budgeting techniques and principles.
- Ability to communicate effectively orally and in writing with a diverse population. Must be detailed oriented and organized.
- Ability to exercise discretion and ensure a high-level of confidentiality.
- Ability to establish and maintain effective and harmonious work relations with faculty, staff, residents, students and the general public.

MINIMUM REQUIREMENTS:
Bachelor's degree in business or administration and 3-6 years of experience. 11 years of related work experience may be substituted in lieu of educational qualifications.

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