EHSI Administrative and Program Coordinator

Administrative And Program CoordinatorThe Administrative and Program Coordinator provides administrative, scheduling, and event coordination support for the Environmental Health and Safety Institute. EHSI delivers safety consulting, training, and inspection services to all 58 North Carolina community colleges under contract with the NC Community College System Office. The Coordinator handles administrative communication and scheduling with member colleges, maintains the Institute's operating calendar, prepares purchasing and expense documentation for Director approval, and coordinates logistics for ACCSSO events and Institute training activities.Examples Of DutiesScheduling and Administrative SupportMaintain the Director's calendar and coordinate scheduling of training sessions, campus inspections, and Institute meetings across member colleges.Arrange and book travel, lodging, and related logistics for Institute activities.Manage incoming correspondence, prioritize communications, and track pending items and deadlines.Research vendors, obtain quotes, and prepare purchase requests for Institute supplies, materials, and services. Purchases are executed by the Director.Prepare and submit purchasing card (PCard) reconciliation, travel authorization and reimbursement forms, and related College administrative documentation.Maintain records, files, and documentation in accordance with College and System Office requirements.College CoordinationServe as the administrative point of contact for member colleges on scheduling, reporting, and event participation.Distribute completed visit and inspection reports to campus contacts and track delivery and receipt.Monitor outstanding items across colleges and follow up to closure.Maintain accurate campus contact records for all 58 member colleges.Coordinate scheduling of Institute services across colleges in consultation with the Director.Events and ConferencesCoordinate logistics for and attend Lunch and Learn sessions held at member college campuses throughout the year.Coordinate logistics for and attend the annual ACCSSO Conference held in Wilmington each April. On-site attendance for three nights is required.Serve as a point of contact for ACCSSO sponsors; coordinate sponsor commitments, materials, and on-site needs.Manage participant registration, rosters, and attendee communications.Arrange catering and meal service for Institute and ACCSSO events, including vendor selection, quotes, and coordination of direct billing or Director-approved payment.Marketing and CommunicationsDistribute the Institute newsletter through Constant Contact, working under the direction of the EHS Specialist.Maintain and update contact lists and distribution segments.Assist with producing newsletters and promotional materials in Canva.Coordinate the design, production, and distribution of Institute promotional and branded materials, including conference signage, apparel, and event giveaways.Source vendors, obtain quotes, and prepare material orders for Director approval.Maintain inventory of branded materials and coordinate delivery to event sites.Over time, assume a larger role in newsletter production, promotional campaigns, and audience growth.Training RecordsAssist with issuing training certificates and maintaining participant training records, following procedures established by the EHS Specialist.QualificationsEducation:High school diploma or equivalent. No degree required.Experience:Demonstrated organizational skills and the ability to manage multiple concurrent deadlines.Proficiency with standard office software, including word processing, spreadsheets, email, and calendar applications.Working familiarity with Canva and Constant Contact, or demonstrated ability to learn both.Clear written and verbal communication skills.Valid driver's license and ability to travel occasionally, including two to three overnight trips per year.Preferred QualificationsPrior administrative or event coordination experience.Experience in a community college or higher education setting.Familiarity with purchasing card reconciliation and state travel reimbursement procedures.Additional InformationPhysical Demands The ability to perform all duties associated with the position, including but not limited to lifting, prolonged standing, sitting, bending, stooping, and operating or performing work with associated tools and machines.BenefitsThis position is not eligible for benefits.