Project Coordinator (GRANT FUNDED)

Job Description

Job Description

UNIVERSITY OF ST. THOMAS

PROJECT COORDINATOR

FEDERAL GRANTS, EDUCATING FOR LIBERTY - NATIONAL ENDOWMENT FOR THE HUMANITIES COOPERATIVE AGREEMENT

 

This is a temporary, grant-funded position. Funding for this role is available through August 31, 2028. Continued employment beyond that date is contingent on additional grant funding and other financial considerations.

Position Summary

The Project Coordinator provides full-time administrative and operational support for Educating for Liberty, a two year National Endowment for the Humanities-funded initiative at the University of St. Thomas. Working under the supervision of the Project Director, the Project Coordinator is responsible for the day-to-day administration, coordination, documentation, and logistical execution of the project and its five major components: Core Curriculum Enhancement and Civic Integration; Honors Program Expansion; Moral Imagination and the Foundations of Liberty; the Faithful Citizenship Survey; and AI, Thomism, and the Human Person.

The Project Coordinator maintains the project's master calendar and work plan, coordinates communication among project personnel and University offices, supports procurement and budget administration, organizes project records, assists with grant reporting and compliance, and coordinates the logistical planning and execution of conferences, lectures, exhibitions, workshops, summer programs, and other grant-supported activities. The Coordinator works closely with the Project Director, component leads, the Grants Office, Business Office, faculty and student participants, contractors, speakers, and other University offices to keep project activities, expenditures, and deliverables aligned with the approved NEH work plan and budget.

Essential Duties and Responsibilities

• Maintain the project master calendar, activity schedule, deliverables tracker, and other project-management systems; monitor deadlines and alert the Project Director and component leads to upcoming requirements.
• Schedule project-team and component meetings; prepare agendas and supporting materials as needed; maintain meeting records and follow up on action items.
• Coordinate regular communication among the Project Director, component leads, faculty participants, student participants, speakers, consultants, contractors, vendors, and relevant University offices.
• Support the planning and execution of grant-funded public and academic programming, including Common Core public humanities events, lectures and discussions, the Faith and the Founding exhibition and related programming, AI conferences, the Faithful Citizenship Survey campus event, and two residential High School Summer Humanities Programs.
• Coordinate event logistics such as room and venue arrangements, registration, speaker and participant communications, travel and lodging arrangements, schedules, materials, audiovisual needs, accessibility arrangements, transportation, and on-site logistics.
• Assist the Project Director, Grants Office, and Business Office in administering the approved grant budget, including preparation and tracking of purchase requests, vendor documentation, contracts, invoices, travel documentation, and other supporting records.
• Maintain organized documentation demonstrating that grant expenditures correspond to approved project activities and that grant-funded personnel, participant payments, contractual services, and other costs are appropriately documented.
• Maintain files relating to project personnel, participants, speakers, contractors, activities, assessments, expenditures, and deliverables in accordance with University and federal grant requirements.
• Collect and organize attendance figures, participant information, assessment data, activity documentation, and other information required to demonstrate progress toward grant deliverables. Assist the Project Director in preparing progress summaries, annual performance-report materials, financial and program documentation, evaluation materials, and grant closeout files.
• Coordinate with component leads to obtain reports, deliverables, documentation, and assessment materials on schedule.
• Prepare or coordinate project correspondence, invitations, programs, schedules, flyers, informational materials, and other administrative or public-facing materials associated with grant activities.
• Assist in coordinating project websites, digital materials, recordings, and archived materials with appropriate University personnel and contractors; maintain organized project files rather than serving as the project's primary creative or technical producer.
• Support planning and logistical coordination for the High School Summer Humanities Programs, including application and registration processes, participant communications, faculty and student-mentor logistics, housing and dining coordination, transportation, materials, safeguarding documentation, and program schedules.
• Assist with preparation for the external evaluation and assemble documentation requested by the evaluator.
• At the conclusion of the award, organize grant deliverables, procurement records, participant and payment documentation, assessment materials, and other records required for final reporting and project closeout.
• Perform other grant-related administrative and logistical duties consistent with the approved NEH work plan and as assigned by the Project Director.

Minimum Qualifications

• Bachelor's degree from an accredited institution in business administration, public administration, higher education, communications, the humanities, project management, or a related field.
• At least two years of progressively responsible experience in project coordination, program administration, higher education administration, event management, grant-supported programming, or a comparable field. An equivalent combination of education and relevant professional experience may be considered.
• Demonstrated ability to manage multiple projects, deadlines, events, and stakeholders simultaneously.
• Strong organizational skills and exceptional attention to detail, particularly in maintaining records and financial or administrative documentation.
• Strong written and oral communication skills and demonstrated professional judgment in working with faculty, administrators, students, external speakers, contractors, and vendors.
• Proficiency with standard office and project-management applications and the ability to maintain accurate electronic records, spreadsheets, calendars, and tracking systems.
• Ability to work occasional evenings or weekends when required by conferences, public programs, summer programs, or other scheduled grant activities.

Preferred Qualifications

• Master's degree in a relevant field or additional relevant professional experience.
• Experience working in a college or university environment.
• Experience administering externally funded projects, especially federal grants.
• Familiarity with federal grant documentation, procurement, travel, contracting, and record-retention
• Experience coordinating academic conferences, public lectures, exhibitions, residential or summer programs, or other complex events.
• Experience working with faculty-led humanities or civic-education programming.
• Familiarity with the National Endowment for the Humanities or other federal humanities or education grants.

Scope of Authority and Accountability

The Project Coordinator supports budget administration, documentation, compliance, and project execution but does not independently authorize expenditures, revise the approved grant scope or budget, or submit formal post-award change requests to NEH. Such actions remain subject to University approval processes and the authority of the Project Director, Institutional Grant Administrator, Business Office, Grants Office, and other authorized officialsas applicable.

The Coordinator is expected to maintain complete and orderly project records and to prepare materials needed for annual reporting, evaluation, and closeout. Final responsibility for official grant submissions remains with the University's authorized grant personnel.

Work Schedule and Term

This is a full-time, 1.0 FTE grant-funded position. The normal weekly schedule will follow University policy for full-time employees. Because the project includes conferences, public programs, and summer activities, occasional evening or weekend work will be required. The appointment is contingent on continued availability of grant funding and is currently funded through August 31, 2028.

 

The University of Saint Thomas is committed to the religious, ethical, and intellectual traditions of Catholic higher education. As permitted by law, practicing Catholics who will advance the mission of the school are preferred for this position. However, the University invites all qualified applicants to apply .

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