Administrative Project Coordinator IV

Agency

Department

The Administrative Project Coordinator oversees the setup, execution and coordination of administrative projects, ensuring efficiency, organization and alignment with Marketing and Communication’s strategic plan. This role manages key administrative project workflows in Lytho (project management system) setting up and documenting new projects, breaking them into actionable tasks and assigning responsibilities. They provide ongoing monitoring and updates to maintain transparency and project momentum for strategic projects.

Acting as a central point of communication between the Marketing and Communications team and other AgriLife units, the Administrative Project Coordinator facilitates meetings, captures key discussions and ensures all stakeholders are informed and engaged. They maintain detailed documentation, track project progress, identify potential challenges and implement solutions to optimize workflows.

Additionally, this role is the primary resource for project management software, continuously improving templates, processes and best practices. They also lead employees' onboarding and offboarding process, supports the management of software accounts, equipment needs and administrative tasks to ensure a smooth transition. The Administrative Project Coordinator enhances operational effectiveness and project success through continuous process improvement and strategic coordination.

Key Responsibilities:

Strategic Project Setup and Planning:

• Set up administrative projects in the project management software (Lytho), ensuring all necessary details are documented for clarity and reference.

• Organize and initiate new projects after directors and/or managers have approved/rejected/ or requested more information. This includes defining the objectives, scope and deliverables.

Task Management:

• Break down projects into manageable tasks and assign responsibilities to team members.

• Regularly update tasks in the project management software to reflect progress and maintain clear visibility on project status.

Monitoring and Reporting:

• Monitor project progress and identify any potential roadblocks, proactively addressing issues as they arise.

• Provide regular updates to stakeholders on project status, timelines and any changes to the project plan.

Administrative Communication, Collaboration and Execution:

• Attend key (project, department, etc.) meetings to facilitate discussions, capture key points and ensure all team members are aligned on objectives and timelines.

• Serve as a liaison between various teams, ensuring all stakeholders are informed and engaged throughout the project lifecycle.

Documentation:

• Take detailed notes during meetings and distribute summaries to team members to ensure everyone is on the same page.

• Maintain accurate project documentation, including timelines, deliverables and status updates.

Onboarding/Offboarding:

• Handles all tasks for new employee onboarding, including software account setups, equipment needs, welcome Q&A, facility needs (ID, keys), welcome lunch, swag, etc.

• Create and maintain employee handbook.

• Administration tasks include account removals, equipment collection and HR-related tasks as needed.

Continuous Improvement:

• After project completion, facilitate debrief sessions to evaluate outcomes, gather feedback and identify areas for improvement.

• Implement lessons learned into future projects to enhance efficiency and effectiveness.

• Serves as the point of contact for all project management software needs, resources, form creation, templates/workflows and other needs relating to project management.

• Continuously bring improvement ideas for all teams in software, templates/workflows, best practices, processes and procedures.

Areas of impact:

• Administrative level projects

• Unit meetings

• Lytho

• DivvyHQ

• Service Center/Model

• MarCom-based events, all staff meetings, party planning, awards committee, etc. - Agendas, slide decks, notes, action items

• Scheduling

• Strategic Plan Management

• Brand Store Project Management

• Branding Workshops

Performs other duties as assigned.

Required Education and Experience:

• Bachelor’s degree in applicable field or equivalent combination of education or experience.

• Seven years of related experience in project coordination/administration.

Required Knowledge, Skills and Abilities:

• Knowledge of word processing and spreadsheet applications.

• Knowledge of standard proofreading.

• Ability to multitask and work cooperatively with others.

• Ability to prioritize, manage multiple projects, and meet deadlines.

Salary: Pay Grade: 11

Applicant Instructions: Please provide a Resume, References, and Cover letter with a completed application.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Veterans/Disability Employer.