COMMERCE PROGRAM COORDINATOR

Position Summary

The Commerce Program Coordinator will function as the Office Manager. The Office Manager maintains daily schedules, reviews incoming correspondence, and prepares responses when necessary. The candidate will complete GED administrative activities, maintain the database, create error-free correspondence, conduct research, analyze and interpret data, and generate scheduled and ad hoc reports as directed. This position is governed by state and federal laws and agency policy. The Office Manager will provide outstanding customer service requiring in-depth knowledge and understanding of programs, processes, or services, and administer varied or related processes. In addition, the candidate will serve as a key administrator for the grants management system. This position will create and maintain a database of division projects for reporting purposes, which includes the Division of Adult Education's strategic plan. This position will respond to GED and adult education inquiries from the public, process GED transcripts and WAGE certificates.

This position requires on-site employment with no remote or hybrid options available.

Preferred Qualifications

• The formal education equivalent of a bachelor's degree in business administration, office adminstration, communications, public relations or a related field.
• Two years of experience in an office or program administration, public relations or a related field.
• One year of experience in a supervisory or leadership capacity.
• Demonstrate initiative, analytical ability, responsible discretion, and motivation to achieve performance expectations with minimal supervision.
• Possess critical thinking skills and a high level of integrity.
• Proficiency in Microsoft Office products, especially Excel and Word.
• Database management experience (e.g., Microsoft Access) is preferred.
• Effective oral and written communication skills.
• Accurate application of grammar, punctuation, and spelling.
• Public presentation experience (desired).
• Good mathematical aptitude.
• Strong management and organizational skills with attention to detail.

Job Responsibilities and Expected Results

1. Develop and implement office procedures necessary to meet department objectives.
2. Act as one of the key system administrators of the Grants Management System and Management Information System
3. Schedules and organizes meetings, prepares agenda, and may take minutes for meetings.
4. Organizes, arranges, and attends, when necessary, conferences and seminars related to department objectives.
5. Coordinates office activities with directors and other professional staff, monitors office activities and workflow, and makes periodic reports to supervisors.
6. Prepares statistical and financial reports relative to the operation of the professional services office and submits to department officials.
7. Compiles and maintains administrative information and records, such as budget, purchasing, and accounting.
8. Provide assistance in resolving operational and administration issues; identify issues and conduct research to find alternative solutions; make and assist in the implementation of recommendations.
9. Coordinate grant administration activities: review and monitor grant applications; ensure paperwork and other supporting documentation are included with grants.
10. Maintain a working knowledge of the Division of Adult Education strategic plan.
11. Collect data, create, update, and track division office activities relative to progress on goals and objectives.
12. Read, comprehend, and effectively apply federal, state, and agency policies, procedures, and administrative guidelines to facilitate processes.
13. Research and verify information to provide technical assistance to the public, agency staff, and other entities as directed.
14. Identify and critique potential problems and recommend cost-effective, feasible solutions that are conducive to achieving desired outcomes.
15. Exercise responsible discretion to protect the integrity of all confidential agency, client, student, and employee information.
16. Maintain files consisting of correspondence, reports, and subject matter material for assigned specialists.
17. Assists others in the department if needed. Types and submits weekly, monthly, and annual reports.
18. Respond to GED and adult education inquiries from the public, process GED transcripts and WAGE certificates.
19. Create documents and templates using MS Word, Excel, and PowerPoint.
20. Collaborate with management staff and employees to share and receive updated information regarding new initiatives, issues, or to resolve problems.
21. Perform other duties as assigned.

Position Information

Job Series: Program Operations – Commerce Programs

Classification: Commerce Program Coordinator

Class Code: PCO01P

Pay Grade: SGS07

Salary Range: $57,351 – $84,879

Job Summary

The Commerce Program Coordinator is responsible for planning, implementing, and monitoring commerce-focused initiatives designed to foster economic development and strengthen the local business environment. This role involves coordinating programs and projects that connect businesses, community organizations, and government agencies while managing budgets and resources, ensuring program compliance, and measuring the impact of these initiatives. In essence, the coordinator acts as a central hub that drives initiatives to enhance the vitality of commerce and deliver strategic, community-oriented outcomes.

Primary Responsibilities

Design, plan, and implement commerce-related programs or projects. Develop strategic goals and timelines to meet organizational objectives. Monitor program progress, adjust strategies as needed, and evaluate outcomes to ensure effectiveness. Collaborate with local businesses, community groups, economic development organizations, and governmental agencies. Organize meetings, workshops, and events to foster relationships and enhance program participation. Oversee budget preparation and allocation for commerce initiatives. Track expenditures and prepare detailed financial reports. Ensure the effective use of resources in accordance with established guidelines. Develop and execute outreach strategies to promote program initiatives. Coordinate public relations efforts, including social media, community newsletters, and website updates. Assist with grant writing and securing funding from external sponsors where applicable. Maintain comprehensive program records and documentation. Prepare regular progress and performance reports for senior management. Use data analytics to monitor program outcomes and inform future decisions.

Knowledge and Skills

Proficiency in common office suites (e.g., Microsoft Office, Google Suite) and familiarity with project management or data analytics tools. Strong written and verbal communication skills to facilitate effective networking and reporting. Excellent problem-solving abilities and a proactive approach to identifying and overcoming challenges.

Minimum Qualifications

Bachelor’s degree in Business Administration, Public Administration, Economics, Finance, or a related field.

Minimum of 4 years of experience in program coordination, project management, economic development, or a similar role is essential.

Satisfaction of the minimum qualifications, including years of experience and service, does not entitle employees to automatic progression within the job series. Promotion to the next classification level is at the discretion of the department and the Office of Personnel Management, taking into consideration the employee’s demonstrated skills, competencies, performance, workload responsibilities, and organizational needs.

Licensure/Certifications

N/A OTHER JOB RELATED EDUCATION AND/OR EXPERIENCE MAY BE SUBSTITUTED FOR ALL OR PART OF THESE BASIC REQUIREMENTS, EXCEPT FOR CERTIFICATION OR LICENSURE REQUIREMENTS, UPON APPROVAL OF THE QUALIFICATIONS REVIEW COMMITTEE.