Program Coordinator, HCBU Digital Trust

Job Description

Job Description

Job Summary:

The Program Co ordinator provides essential administrative and operational support for the HBCU Digital Library Trust project. Reporting to the Program Director, the Coordinator manages the project’s day-to-day administrative functions, including complex scheduling and logistics, event and meeting coordination, financial tracking, and general project support. In this role, the coordinator also facilitates communication with governing bodies and key stakeholders and contributes to the overall success of the project by carrying out a wide range of assigned duties and special projects as needed.

Supervision Exercised: N/A

Primary Duties and Responsibilities:

• Planning and executing a wide range of virtual, hybrid, and in-person meetings and events, including communicating with participants, managing vendors, arranging rooms and catering, and overseeing outreach, invitations, and attendance tracking.
• Working closely with the Program Director, prepare agendas for key governance groups, attends meetings, records minutes, and ensures follow-up on action items.
• Supports the project’s administrative and financial operations by arranging travel, processing reimbursements, reconciling cards, drafting correspondence, managing shared document and records, maintaining email lists, assisting with budget preparation and monitoring, processing invoices and vendor setups, and liaising with Financial Services, while contributing to broader project goals and performing other duties as assigned.

Minimum Qualifications:

Education/Training Requirements:

• Bachelor's degree in Business Administration, Public Administration, Communications, Library and Information Science, Higher Education Administration, Project Management, or a related field.

Experience:

• Minimum of three years of progressively responsible administrative, project coordination, event planning, or program support experience.
• Coordinating complex meetings, events, and logistics involving multiple stakeholders.
• Coordinating professional development programs, conferences, or community engagement activities.
• Supporting budgets, financial processes, purchasing, or grant-funded projects.
• Supporting collaborative or grant-funded initiatives.
• Working in higher education, academic libraries, archives, museums, cultural heritage, organizations, or nonprofit environments.

Licenses/Certifications: N/A

Knowledge, Skills and Abilities:

• Familiarity with financial reporting, procurement processes, and contract administration.
• Proficiency with Microsoft Office Suite, virtual meeting platforms, and project management or collaboration tools.
• Excellent written, verbal, and interpersonal communication skills.
• Strong organizational, planning, and time management skills.
• Ability to manage multiple priorities while maintaining attention to detail and accuracy.

Physical Demands:

Physical ability to comfortably move and shelf library materials from place to place. Must have the ability to lift up to 40lbs. and push fully loaded book trucks on an occasional basis. Ability to stand, walk, bend, kneel, climb and reach for long periods of time and frequently.

Work Environment:

The work environment is representative an typical of similar job in comparable organizations.